Clerk/Auditor/Recorder

Boundary County Clerk / Auditor / Recorder


Glenda Poston - Clerk

Tracie Isaac - Chief Deputy
Stacie Watts - Revenue
Cherry Grainger - Recording, Elections, Passports
Nancy Ryals - Indigent
Michelle Rohrwasser - Commissioner’s Clerk

Della Armstrong - Court Supervisor
Jamie Wilson -Deputy Court Clerk
Sarah Byars - Deputy Court Clerk
Teri Navarro - Deputy Court Clerk

Constitutional and statutory laws give this one elective county office five distinct titles: Clerk of the District Court, Auditor, Recorder, Clerk of the Board of County Commissioners and Chief Elections Officer of the County. The Idaho Constitution established the position of Clerk of the District Court and provides for the election of this position every four years (Article 5, Section16). A separate section of the state constitution provides that the Clerk of the District Court shall be ex officio Auditor and Recorder (Article 18, Section 6). State law provides that the Clerk of the District Court be ex-officio Auditor, Recorder and Clerk of the Board of County Commissioners (31-2001 and 34-112). In addition the election laws specify the duties of the County Clerk as Clerk of the District Court in the electoral process (32-112). The County Clerk also oversees County Assistance.

Duties as Ex-Officio Auditor

The Auditor acts as the County Budget and Accounting Officer. Responsibilities include compiling the budget requests and submitting the budget to the Board of County Commissioners, recording appropriations made to county agencies, the outstanding liabilities against these appropriations and the expenditures made against the appropriations; keeping accounting records on the revenues, expenditures and balances in each county fund. The Auditor also prepares and remits warrant/checks to employees, vendors, and other persons entitled to payment. All moneys received by various county offices are recorded in financial records.

As chief accounting officer of the county, the auditor is responsible for recording the appropriations made to county agencies, the outstanding liabilities against these appropriations, and the expenditures made against the appropriations. These records show the unencumbered and unexpended balance in each appropriation and are used by the auditor to make sure that county agencies have not overspent their budgets. The auditor also keeps accounting records on the revenues, expenditures, and balances in each county fund.

The auditor also plays an important role in the expenditure process. As bills and other evidence of debt are received by county agencies, they are vouchered and these vouchered claims are transmitted to the county auditor. The auditor reviews the voucher claims for legality and sufficiency of funds. The auditor then transmits them to the board of county commissioners with his/her comments (31-1501 and 31-3301). If the voucher claims are allowed and approved by the board of county commissioners, the auditor prepares warrants (similar to checks) in payments (31-2301). After preparing the warrants, the county auditor posts the warrant amount on his or her expenditure records and transmits the warrant to the employee, vendor, or other person entitled to the warrant.

The county auditor works closely with the county treasurer in many phases of the accounting activities. The auditor must keep accounts current with the treasurer (31-2304). All moneys received by the various county offices must be delivered to the county auditor. The county auditor lists the source and amount of such receipts, apportions them to the proper fund and account on an “auditor’s certificate” and delivers the money and certificate to the county treasurer who is then authorized to deposit them in the bank. The auditor must also examine and settle the accounts of all persons indebted to the county or holding moneys payable to the county treasury (31-23030). The county auditor must on the second Monday of each month, transmit to the clerk of every taxing district the amount of all moneys paid into the treasury and apportioned to such taxing district on or after the second Monday of the preceding month. In the months of July and January, however, the moneys may be transmitted no later than the 25th of the month (63-1202).

Duties as Ex-Officio Clerk of the Board of Commissioners

The county auditor is designated by law as the ex officio clerk of the board of county commissioners (31-707). As clerk of the commissioners, the duties of this position include the following (31-708).

  • Recording all proceeding of the board;
  • Recording resolutions and decisions on questions concerning the raising of money and allowance of accounts against the county;
  • Recording the vote of each member on any question;
  • Signing all orders made and warrants issued by the board of county commissioners for the payment of money;
  • Preserving and filing all accounts acted upon by the board;
  • Preserving and filing all petitions and applications for franchises, and recording the action of the board on these petitions and application;
  • Recording all orders levying taxes;
  • Performing all other duties required by law or by any rule or order of the board.
  • Clerks (or their deputies) prepare the agenda for meetings of the county commissioners and attend the meeting to provide information and advice. After the meeting, they prepare the formal record of the proceedings and are required to publish monthly statements clearly giving notice to the public of all the board’s acts and proceedings, including a brief financial summary indicating the total amount expended from each county fund during the month (31-819). They may also write letters and make telephone contacts in accordance with the instructions of the board. Tax law required the clerk of the board of commissioners to keep a record of all proceeding of the board relating to the levy of taxes.
  • The clerk or their designee is required to take applications for any indigent person desiring aid from the county (31-3404; 31-3504), and to immediately investigate or cause to be investigated the grounds of such application.

Duties as Ex-Officio Recorder

The recorder is responsible for recording, filing, and indexing a large number of documents. The recorder procures these documents as the business of his/her office requires. The recorder has custody of, and must keep all books, records, maps, and papers deposited in his/her office (31-2401). These documents are essential for many types of legal transactions and are frequently referred to by attorneys, title companies, real estate brokers, and other in the county. The recorder collects fees for recording and providing copies of legal documents.

Marriage Licenses

The county recorder’s office is the only office in Idaho authorized to issue a marriage license. The recorder may issue marriage licenses to any persons applying for them, regardless of their home addresses, if the persons are entitled to marry under Idaho law (32-401). Idaho law requires that both parties must be 18 or more years of age to be married. Persons under this age limit may marry under certain conditions, such as the consent of a father, mother, or guardian (32-303). A court order is required if either party is under the age of sixteen (16) (32-202). The recorder must provide both parties applying for a marriage license with a “Premarital Aids Education Pamphlet” and they must certify to the recorder that they have read the pamphlet or had it read to them (32-412A). Also, the couple applying for a license must not be a close relative, and neither party may be married at the time a license is issued (32-207).

If you will be married in Idaho, you must obtain a marriage license in Idaho. If you will be married in another state, you will need to get a marriage license from that state.

The recorder receives a fee for issuing a marriage license as set forth in Sections 31-3205 and 32-408. Two copies of the license and marriage certificate are issued. One copy of the license and certificate is to be signed by the minister or official solemnizing the marriage and it must be returned to the county recorder within 30 days of the date of marriage (32-402), the other copy is for the couple.

There is no waiting period or blood tests required.

Requirements for people over 18 years of age:

  • Application forms for a marriage license must be filled out
  • Both people need to appear at the courthouse in person
  • Both need forms of photo identification
  • Both need to bring in their Social Security Card
  • Both need to read and sign a pamphlet on AIDS in the Recorder’s office
  • Pay the fee of $28

Passports

You can go to the U.S. Department of State’s Passport Services and Information Site and print out the needed passport applications, or you can obtain the forms from this office. Hours for passports are from Monday through Friday 9:00a.m. To 4:30p.m. (expect holidays).

Clerk of the District Court

The clerk of the district court performs duties prescribed in the Idaho Rules of Civil Procedure (a volume of the Idaho Code) and in the rules and practices of the court (1-1001). The clerk or a deputy must attend in person every term of the district court in the county (1-1002). In medium and larger counties in Idaho, the clerk of the district court usually designates a deputy to handle the duties and responsibilities of the district court. The deputy makes entries, collects fees, and acts as the clerical arm of the court.


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