Dear Ann - I also do not sign the PTR acknowledgement, nor do I sign the Acknowledgement stamp that I affix to the deeds.  I do not mind indicating the date a PTR came in on the stamp.  I do not believe that it is my job to understand everything about certificates and Act 250 Disclosures in order to sign off that all was properly in place at the time of recording.  I totally agree that the there should be a place filled in by the attorney/representative indicating what Tax ID number is being transferred.  It is also not my job to be able to read a legal description to figure it out.  I had this conversation with Charlie Merriman just prior to his leaving PVR, and think it would be a good discussion for some clerks and PVR and perhaps the Sec'y of State to engage in.  The system sure needs improving - since it has come up, it seems like now is a good time to address it.
 
 
 
 
Susie Haughwout
Wilmington Town Clerk
P.O. Box 217
Wilmington, VT 05363
1-802-464-5836 Phone
1-802-464-1238 Fax
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----- Original Message -----
From: [log in to unmask] href="mailto:[log in to unmask]">Ann Webster
To: [log in to unmask] href="mailto:[log in to unmask]">[log in to unmask]
Sent: Wednesday, April 25, 2007 3:43 PM
Subject: Re: Signatures on PTTR's

Deb, this sounds like a very good idea to have a letter that states exactly which boxes need to be completed in order for a PTR to be acceptable, but I have a concern that that may be interpreted that any box that is not included in the list may freely be left blank. Blank boxes sometimes create quite a bit of time for a clerk to identify exactly what property is being transferred. We also must deal with the fact that many times information is filled in that turns out to be incorrect, such as mailing address following closing, Box C Property Location, etc. Also, I do not sign the Town Clerk Acknowledgement at the bottom. I complete the information requested, but I do not sign as that seems to be acknowledging that I take responsibility for all required certificates and Act 250 paperwork having been filed. I don’t know how I would know that if the section on the back of the form is incomplete. It would also make more sense to have the parcel ID number on the form rather than in the Town Clerk’s section. The clerk should be able to verify that the parcel number appears to be correct rather than trying to identify the property in the first place. It should be made clear at this point if we can accept PTRs without SS# as they are more often left off now than a few years ago. I agree with Linda. Overall when documents are left with us for recording we are typically not allowed to pass judgment regarding the accuracy nor advised to give advice on what someone should do.

 


From: Vermont Municipal Government Discussion Network [mailto:[log in to unmask]] On Behalf Of Deborah Markowitz
Sent: Wednesday, April 25, 2007 3:01 PM
To: [log in to unmask]
Subject: Re: Signatures on PTTR's

 

Hi all,  The town clerks may only accept PTRs that are "complete and regular on their face."  Over the years the tax department has "clarified" what this means.  For example, at one time the department indicated that clerks needed to send back the documents when they did not include social security numbers. I have suggested to Susan that she write up a formal memo setting out the department's interpretation of this language so that clerks all know what is required and so that clerks can send a copy of the memo with the returned documents to the attorneys.  I will also be happy to send the memo to the bar association so that they might e-mail it out to the bar as fair warning.  Deb 

 

Deborah Markowitz

Secretary of State

26  Terrace Street

Montpelier, Vermont 05602

802-828-2148

 

 

 


From: Vermont Municipal Government Discussion Network [mailto:[log in to unmask]] On Behalf Of Linda L. Spence, CMC/CVC
Sent: Wednesday, April 25, 2007 12:09 PM
To: [log in to unmask]
Subject: Re: Signatures on PTTR's

Perhaps, if Deb Markowitz is watching this conversation, she could "chime in" on this.  I still maintain that is not the statutory duty of Town Clerks to monitor what the attorneys are or are not filling in on the PTRs.  Linda

----- Original Message -----

From: [log in to unmask] href="mailto:[log in to unmask]">Monte, Suzanne

To: [log in to unmask] href="mailto:[log in to unmask]">[log in to unmask]

Sent: Wednesday, April 25, 2007 10:54 AM

Subject: Re: Signatures on PTTR's

 

While all of the information requested on the PTR is useful and we encourage parties to fill in all the boxes and blanks, we recognize that refusing a PTR is an extreme and time-consuming measure not to be taken lightly.

Sections 9606 and 9608 of Title 32 require a PTR to include the following: signatures of the parties or their legal representatives, the basis for any exemption claimed, the true value of the property transferred, such information as the commissioner may reasonably require for proper administration of the transfer tax, and certain information regarding local and state permits and Act 250 certificates.

What does this means on the PTR itself for it to be considered "complete and regular on its face" as required by 32 V.S.A. §9607? The following sections must be completed: Sections A and B (including social security numbers); C; L or M through P; the section entitled "Local and State Permits and Act 250 Certificates"; and the parties must sign the form (signature of preparer is not required). If the property is enrolled in the current use program, Section K must also be filled in to comply with 32 V.S.A. §3757(e).

Social security numbers are required for the administration of the transfer tax and must be included on the copy of the PTR filed with the Tax Department. SSNs should be blacked-out on the copy of the PTR filed in the land records.

Suzanne

Suzanne M. Monte
Assistant Attorney General
Vermont Department of Taxes,
Division of Property Valuation and Review
P.O. Box 429
Montpelier, VT  05601-0429
Phone: (802) 828-2731
Fax: (802) 828-5873
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From: Vermont Municipal Government Discussion Network [mailto:[log in to unmask]] On Behalf Of Thomas J. Dailey
Sent: Tuesday, April 24, 2007 11:00 AM
To: [log in to unmask]
Subject: Re: Signatures on PTTR's

Suzanne - Does the signature requirement also apply to the preparer line?  Some attorneys are reluctant to sign the returns they prepare - Tom

 


From: Vermont Municipal Government Discussion Network [mailto:[log in to unmask]] On Behalf Of Monte, Suzanne
Sent: Tuesday, April 24, 2007 10:34 AM
To: [log in to unmask]
Subject: Re: Signatures on PTTR's

Hi all,

Town clerks cannot perform their statutory duties if a PTR is not signed.

Section 9606(b) of Title 32 of the Vermont Statutes Annotated requires a PTR to be signed by each party. Section 9607 requires a PTR to be complete and regular on its face for a town clerk to issue a signed and written acknowledgment to the transferee and to affix an acknowledgment on the deed. If the PTR is not signed, it is not complete and the town clerk cannot issue an acknowledgment to the transferee or affix an acknowledgment on the deed.

In addition, per 32 V.S.A. §9608 a town clerk cannot record a deed unless it is affixed with an acknowledgment of return and tax payment under Section 9607 and a signed certificate that the conveyance is in compliance with or exempt from the provisions of chapter 151 of Title 10. The required certificate is on page two of the PTR. Therefore, a town clerk cannot enter the required acknowledgment on a deed or record a deed until he/she receives a signed PTR.

Suzanne M. Monte
Assistant Attorney General
Vermont Department of Taxes,
Division of Property Valuation and Review
P.O. Box 429
Montpelier, VT  05601-0429
Phone: (802) 828-2731
Fax: (802) 828-5873
[log in to unmask]

 


From: Vermont Municipal Government Discussion Network [mailto:[log in to unmask]] On Behalf Of Linda L. Spence, CMC/CVC
Sent: Monday, April 23, 2007 4:06 PM
To: [log in to unmask]
Subject: Re: Signatures on PTTR's

Hi Toni,

 

While I can understand your frustration at the lack of thoroughness of the PTTR's being completed by Attorneys etc.,  no where in state statute are we authorized to refuse anything for recording, barring the total absence of a PTTR or a survey mentioned in the deed.

 

It would appear that your issue is with those preparing the PTTRs themselves, and not the Town Clerks.

 

Linda

----- Original Message -----

From: [log in to unmask] href="mailto:[log in to unmask]">May, Toni

To: [log in to unmask] href="mailto:[log in to unmask]">[log in to unmask]

Sent: Monday, April 23, 2007 10:26 AM

Subject: Signatures on PTTR's

 

 

Many PTTR's are being submitted to the Tax Dept. without both sellers and buyers signatures.
I would like to remind all town clerks that when a PTTR is filed, signatures by each of the parties or their legal representatives are required. 32 V.S.A 9606 (b).

To avoid any confusion in the future, I ask that town clerks please double check PTTR's when they are submitted to their office. If they do not contain the required signatures, please send them back to the preparer to be filled out properly.

I appreciate your time and cooperation in this matter.

Thank You
Toni May,Tax Examiner
Vermont Property Transfer Tax