Polk County Recorder’s Office

Recorder, Carol Poindexter

 

Contact Us:

 (417) 326-4924

FAX  (417) 326-6898

recorder@polkcountymo.gov

 

Office Hours:

Monday through Friday from

8:00 a.m. – 5:00 p.m.

Location & Mailing Address:

102 E Broadway RM 8
Bolivar, MO 65613

The Recorder’s office observes most state holidays.

(Closed from 12:00 p.m. to 1:00 p.m. occasionally when office is understaffed.)

Staff

Tiffany Quennoz

Effie Pendergraft

Malissa Greer

Quick Links

Polk County On-Line Real Estate Search
Polk County GIS
U.S. Department of State
Missouri Recorders Association (RAM)
State of Missouri
Missouri Association of Counties (MAC)

Forms

Military Discharge Request
How to fill out a marriage license

The Office of Recorder of Deeds serves an essential role in government. It maintains and preserves some of our community’s most important records; these records are highly important to individuals and businesses. The Recorder of Deeds records and files documents of writing affecting real property or personal property, subdivision plats, surveys, Military Discharges, federal and state tax liens and other instruments of writing. The Recorders Office also issues Marriage Licenses. The Office of Recorder of Deeds is a County Elected office with a four-year term. Prior to 2003 the office was the Circuit Clerks responsibility. In 2002 many Counties in the state elected to split the offices.

Formatting Requirements

On January 1, 2002, new standardized formatting requirements for documents to be recorded with any Missouri Recorder of Deeds will take effect. House Bill 606 and Senate bill 515 repeals sections 59.310 and 59.313 RSMo and enacts new sections 59.005 59.310 and 59.313 which allows recorders to reject non-conforming documents and provides for a penalty fee of $25 to record non-conforming documents. The following information is based on the text of the statute and the practical interpretation thereof by the Recorders Association of Missouri (RAM), Missouri Bar, Missouri Bankers Association and Missouri Land Title Association.

What Standardization Does:

  • Changes document formatting requirements for recording real estate documents
  • Does not change statutory requirements

Standard Documents

Size and Ink

  • 8 ½ “x 11’ size paper
  • White, Light-colored, 20#paper without watermarks or logos
  • Printed in black or dark ink on only one side
  • No continuous forms or permanent binding, but document may be stapled for presentation.
  • Minimum 8-point type. (Note: Nonessential information within any margins is exempt from this requirement)
  • Signatures must be in black or dark ink to insure reproduction from record
  • All signatures must have the name typed, stamped or printed underneath

Attachments

  • Attachments to a page may not be stapled or taped other than a securely attached bar coded label or as required by law. (Note:” Attachment” does not refer to an Exhibit, but to additions to a document page)
  • Top 3” vertical space of the first page only of each document is designated for the Recorder’s Certification. All Recorders certificates will be placed in this area
  • All other margins on first and subsequent pages will be a minimum of ¾”
  • Nonessential information contained within the margins does not have to comply with the 8-point requirement. It should be noted that the Recorder is not liable or responsible for insuring that nonessential information is archived. Examples: page numbers, form numbers return addresses, etc.

First Page Designations

Every document (except plats and surveys) containing any of the following items shall have such information on the first page of the document below the 3” margin:

  1. Title of the document
  2. Date of the document
  3. All grantors’ names and marital status
  4. All grantees’ names
  5. Any statutory addresses
  6. Legal description of the property
  7. Applicable reference book and pages if required

If there is not sufficient room on the first page, the page reference within the document where the information is set out shall be stated on the first page. If one of the required fields begins on the first page and continues uninterrupted to subsequent pages, that meets the page requirement.

Designations (First Page)

  • Grantors and grantees must be designated to be indexed. There is no limit as to combinations or exclusions but must include the words “grantor” and grantee”. Note: it is the responsibility of the filer or preparer to make the designations.
  • Statutory addresses must be designated. (example: “Grantee’s Mailing Address”)
  • The address of the property shall not be accepted as a legal description.
  • Book and page references required on certain documents must be designated. (example: release deeds, assignments, etc.)

Cover Pages

  • A cover page for the document is not required, but a filer may choose to present a cover page at any time. It will be recorded as the first page of the document. The cover page must have the 3” top margin and include first page designations.
  • If a document is presented for re-recording, in addition to all other requirements, there must be a new first page or cover sheet with the top 3 “margin and the required first page designations.

SAMPLE COVER SHEET

Exempt Documents (exempt for formatting requirements)

  • Documents signed prior to January 1st, 2002
  • Military separation papers
  • Documents executed outside the United States
  • Certified copies of documents, including birth and death certificates
  • Any document where one of the original parties is deceased or otherwise incapacitated
  • Judgments or other documents formatted to meet court requirements
  • Fixture filings on National approved forms

Fees

  • Standard: Documents that meet both the statutory requirements and formatting standards will have only the per page recording fee schedule applied. ($24 for first page and $3 each additional page)
  • Non-Standard: Documents that meet the statutory requirements, but do not meet the formatting standards will have the per page recording fee plus an additional $25 per document penalty applied.
  • Exempt: Documents that meet the statutory requirements but are exempt from the formatting standards will have only the per page recording fee schedule applied.

Rejections

All documents that are rejected must be returned with a reason for the rejection. The Recorders Association has developed a standard rejection form that can be used by any filing officer.

 

SAMPLE REJECTION FORM

Did you know this document could have been Electronically Recorded?

Electronic Recording Information:

Pursuant to RSMo59.563 Electronic format for documents may be established

The Recorder of Deeds in any municipality or county of this state may establish an electronic format for the recording or filing of document which such Recorder has a constitutional or statutory duty to maintain. Such documents may be recorded, filed, transmitted, stored and maintained in an electronic format as prescribed by the Recorder of Deeds of any municipality or county. No document presented pursuant to this section shall be required to be submitted in duplicate. Nothing in this section shall require any Recorder to establish, accept or transmit any document in an electronic format.

The Polk County Recorder’s Office Electronic Recording Vendor is iCounty. For more information, please call (816)295-1540.

 Benefits of Recording:

Same Day Recording

Minimize recording errors

Reduced courier fees

ACH (electronic transfer of funds)

Convenient submission

Greater document security

Secure payment of county fees

Rapid turnaround of rejected documents

Complete reporting/audit trail

How to Apply for a Marriage License

Both Applicants must appear in person at the Polk County Recorder’s Office, 102 East Broadway, Bolivar, Missouri 65613. Office hours are Monday-Friday 8 am to 5 pm.

Applicant must produce a government-issued ID and Social Security number.

Payment of $51 for License and $9 for certified copy is due at time of application. Cash or Credit Card is preferred payment (there is a convenience fee for card use). No refunds. Missouri law has eliminated the 3-day waiting period to obtain a marriage license. If you are getting married within the 30 days from application, you may take the license the same day you apply. You can apply up to three months in advance and pick up your license at the appropriate time.

It is a misdemeanor for anyone to perform a marriage ceremony if a license is not presented prior to the ceremony (451.120 RSMo.) The marriage is invalid if the ceremony takes place before the license is picked up or if not used in the State of Missouri.

Marriage License is valid for 30 days from the date of issuance and can be used anywhere in the State of Missouri.

What to do with the License

You will be given a Marriage License and a Certificate of Marriage. The Marriage License is an official document that must be returned to the Recorders’ Office. The Certificate of Marriage is your souvenir or keepsake. A certified copy of the returned license is evidence of Marriage.

You are responsible for delivering the License and Certificate to the person who solemnizes your Marriage. The person performing the ceremony must complete the marriage date and place of ceremony blanks, sign the license and certificate, have two witnesses sign both, and return the completed License to the Recorder’s Office within 15 days after the wedding. Upon return of the license to the Recorder’s Office, a certified copy will be mailed to the applicants at the address given to the Recorder at the time of application.

Proof of age identification

Identification and proof of age is required of ALL persons. The following proof of age documents will be accepted along with a government issued ID:

Ages 16 through 17: Birth Certificate (legal, certified) AND Parental consent. (proof of custody) Individuals 21 or older may NOT marry an individual under 18 years of age. (RSMo451.090 8/28/2018)

Ages 18 and over: Valid Driver’s License or passport (a birth certificate may be required if proof of age is in question)

 

Qualifications

Blood relatives, down to and including first cousins, may NOT marry under the laws of the State of Missouri. No distinction is made between resident and non-resident individuals.  Applicants must be 18 years of age to marry without parental consent. Persons ages 16 and 17 may obtain a license with the consent of a parent or legal guardian. Parents or legal guardians must give consent in person at the time of application and have proper ID with proof of custody if divorced or never married. If legal guardian is giving consent a certified copy of guardianship papers must be presented.

NO license will be issued to a person 21 or older if the other person is less than 18 years of age. (RSMo451.090 8/28/2018)

Previously married applicants must give the date their last marriage ended. Persons divorced less than 30 days may apply for a marriage license if they acknowledge they understand the divorce can be appealed or set aside with 30 days by the court of jurisdiction.

After your Marriage      

A certified copy of your marriage license is required by social security to change our name. you can obtain a certified copy of your license by:

1-Paying $9 at the time of application: As soon as the license is returned to the Recorder’s Office, a certified copy will be mailed to you.

2-After your marriage, when license has been returned, you may come in to the office to pick up your copy. If payment has not been made, a $9 fee is required.

3-Send a written request to: Polk County Recorder of Deeds, 102 East Broadway, room #8, Bolivar, Missouri 65613 with payment                                                                              Telephone request 417-326-4924 (Card)

You should contact the following agencies to change your name and notify them of your marital status:

Any Driver’s License Office     

Voter Registration     

Social Security Administration                                                                         

 Marriage License Fee Distribution: 

Children’s Trust Fund of Missouri    $15.00

Shelter Fund for Abused Women    $10.00

Polk County General Revenue        $15.00

State & County User Fee               $4.00

County Employees Retirement        $7.00

Certified Copy Fee Distribution:

Polk County General Revenue          $2.00

County Employees Retirement         $7.00

 

How to apply for a Passport

All individuals must appear in person with:

  • Form DS-11 completed in black ink
  • Passport Photos
  • Proof of Citizenship: Certified copy of Birth Certificate of passport
  • Proof of Identity: Driver’s License
  • Check or Money order: Payable to US Department of State
    • $130 routine or $190 expedite + *optional return postage* $ amount subject to change
    • $100 routine-ages 15 under or $160 expedite + optional return postage
  • Check or Cash or *Card: payable to Recorder
    • $35 routine + *optional  expedited postage* $ amount subject to change. 
    • *Convenience fee on all credit card transactions

Please call 417-326-4924 to schedule an appointment. NO APPOINTMENTS  will be scheduled after 4pm.

Routine time frame is subject to change. Please call the office for current processing time.                          

Passport Renewal  You are responsible for mailing your form DS-82 application form to the National Passport Processing Center. However, the Recorder’s office will assist you in attaching your photo and check. The office will also provide you with an addressed priority mail envelope. You are responsible for priority mail postage.

Can you use form DS-82?   You can submit your most recent U.S. Passport book and/or U.S. Passport card with this application if:

You were at least 16 years old when your most recent U.S. Passport book and or passport card was issued.

You were issued your most recent U.S. passport book and/or passport card less than 15 years ago.

The U.S passport book and/or card that you are renewing has not been mutilated, damaged, lost, stolen or subsequently found.

Your U.S. passport has not been limited from the normal ten-year validity period due to passport damage/mutilation, multiple passport thefts/losses, or non-compliance with 22 C.F.R 51.41.             (Please refer to the back pages of your U.S passport book for endorsement information.)

You use the same name as on my most recent U.S. passport book and/or card –OR—

You have had your name changed by marriage or court order and can submit proper certified documentation to reflect my name change.

If you answered NO to any of the statements above, you cannot use the DS-82 Renewal application

Visit the Department of State website at travel.state.gov (see link on Recorder Home page) or contact the National Passport Information Center (NPIC) toll-free at 1-877-487-2778.

Property Fraud Notification is a free electronic notification service that alerts a subscriber via email when a document is recorded with their monitored criteria

This service will not prevent fraud but provides an early warning system to allow citizens to take appropriate action.

 

ACCESS

• Real Estate Documents $24.00 first page of document
$ 3.00 each addition page
• UCC Fixture Filing in Real Estate Use the above real estate document fee
• Plats
$44.00 first page
$25.00 each additional page
Page size is up to 18” x 24” Larger size 24” x 36” will be $69.00 first page and $50.00 for each additional page
• Surveys
$24.00 first page
$ 5.00 each addition page page size is up to 18” x 24” Larger size 24” x 36” will be $29.00 first page and $10.00 for each additional page
• Copy Fee
$9.00 Marriage License Certified Copy
$1.00 Recorded Document per page
$3.00 small survey or plat
$5.00 large survey or plat
$1.00 Certification of document
• Marriage License
$51.00 License + $9.00 Certified Copy
• Passport Execution Fee
$35 per applicant
• Credit Card User’s Fee $1.50 per transaction up to $60