City Clerk's Office

About the City Clerk's Office

The Council elects the City Clerk. The Clerk's office processes zoning ordinances, special permits, financial transfers, and ordinances, collects fines for non-criminal violations of certain ordinances, and records births, deaths, and marriages. Notices of meetings of public boards and commissions are filed with the City Clerk and posted on a bulletin board in the main lobby of City Hall and on the City of Springfield website. The Clerk's Office maintains files of business certificates, uniform commercial code filings, city contracts, and state tax liens. Licenses for marriages, raffles,  solicitation permits, dog licenses, and yearly auto stickers for entrance to Forest Park, Blunt Park, and Five Mile Pond may be obtained at the clerk's office.   Municipal records, some going back to the founding of Springfield, are maintained by the clerk and are available for research purposes. Visitors to City Hall may receive parking validation for municipal lots at the Clerk's Office.

Updates: as of May 28, 2021 - Actualizaciones: a partir del 28 de mayo de 2021

The City Clerk's Office will be fully open for business starting June 1, 2021.  No appointments needed.  

*La Oficina del Secretario de la Ciudad estará completamente abierta a partir del 1 de junio de 2021. No se requieren citas.*

Public Records Requests

SUBMIT PUBLIC RECORDS REQUESTS HERE

The Massachusetts Public Records Law is found at M.G.L.c. 66, section 10. The Public Records Law defines  a public record as a record made or recieved by a governmental entity. Upon written request, a public record must be given to requestors within a specified time period unless a statutory exemption applies. There are several statutory exemptions that require certain public records be confidential and not given upon request. Below is information regarding the ways to make a public records request to the City of Springfield.

Via Online:
A public records request can be made online by clicking the link below:

Submit Public Records Requests Here

Via Regular Mail:
When making a request, please be sure to include your name and contact information, such as mailing address, phone number and/or email address.

Requests can be mailed to the Public Records Coordinator at:

Andrea Stone, Public Records Coordinator
City of Springfield
City Clerk's Office 
Room 123
36 Court Street
Springfield, MA 01103

In an effort to minimize the waiting period, the City has made many frequently requested documents and available records available online for download or printing, free of charge. While not all records have been made available online at this time, the City is continually working to provide as many records as possible through the City’s website. Please see below for a list of links to frequently requested documents and available records.

Per state regulations, records will be sent in an electronic format unless the record is not available in electronic form or the requestor does not have the ability to receive or access the records in a usable electronic form. 

The Primary Records Access Officer for the City of Springfield is as follows:

Gladys Oyola-Lopez
City Clerk
36 Court St., Room 123
Springfield, MA 01103
413-787-6096

All Public Records Requests are handled by the following designated Public Records Coordinator:

Andrea Stone, Public Records Coordinator
413-787-6096

If you have questions about the Public Records Law, details may be found on the Secretary of the Commonwealth’s website. The Secretary of the Commonwealth and their appointed Supervisor of Public Records oversees the Public Records Law for the Commonwealth as well as the appeals process should you be aggrieved by the City’s responses to your requests.

Meetings and Agendas

City Council Meetings - View the schedule, agendas, vote results, documents and video for City Council meetings 2013 to present. Meeting notices are also posted to the city calendar.

Agendas and vote results for meetings 2007-2012 are archived separately.  


Open Meetings

In the State of Massachusetts, M.G.L. Chapter 39, Section 23B states all governmental bodies must have meetings that are open to the public and readily available to anyone who wishes to attend.

The Massachusetts Open Meeting Law applies to governmental entities at the state and local levels.  In general the Law requires that meetings of such entities be open to the public, that notice of such meetings be publicly posted and that accurate records of the meeting be kept and made available to the public.

The City of Springfield provides access to meetings online in a variety of ways.  First, by listing on our Municipal Calendar the scheduled meetings that will be taking place today along with those that will be taking place in the near future.  Regularly scheduled meetings are held in Springfield by the City Council, Standing Committees and Boards & Commissions.  Meetings of the City Council are televised live on Springfield's Government Channel 17.  Additionally, agendas and minutes for the meetings as well as supporting documentation for agenda items are posted for public review.

The City of Springfield has a strong commitment to keeping everyone engaged in local government.

View the Municipal Calendar for meeting agendas and notes >>

Information of the Open Meeting Law from the Massachusetts Attorney General's Office >>


Page last updated:  Wednesday, June 9, 2021 11:39 am