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Tama County Recorder's Office
Tama County Administration Building
104 W. State Street, P.O. Box 82
Toledo, IA 52342

Telephone (641) 484-3320
FAX (641) 484-8246

Office Hours: 8:00 a.m. to 4:30 p.m., Monday-Friday

Deborah Kupka, County Recorder/Registrar
E-mail: dkupka@tamacounty.org
Website: iowalandrecords.org

Marcia Sawdey, Deputy
Angie Princehouse,
Passport Acceptance Agent - Secretary/Bookkeeper

Background & History
The County Recorder's office is at the hub of county administration. A significant portion of duties performed by other county officials is dependent on work performed by your County Recorder.

The Office of the County Recorder was created by the First Legislative Assembly of the Territory of Iowa in 1839. Your County Recorder continues to maintain official records of documents affecting real estate in order to protect innocent third parties in real estate transactions.


To learn what your County Recorder/Registrar can do for you, and what is needed from you in order for her to be able to perform official duties on your behalf, click on the following areas of responsibility.

Application for a Certified Vital Record
NOTICE OF FEE INCREASE – Effective January 1, 2014, vital records fees, including certified copies, will increase to $20.00
This link will take you directly to the IDPH
(Iowa Department of Public Health) website.
In the box after "Search IDPH", type in Certified Birth or Certified Death
or Certified Marriage, whichever document you would like to request, and click search.
The form will appear on the screen and may be printed and filled out.
Please keep in mind that if requesting by mail, your signature needs to be
notarized and a photocopy of your driver's license needs to be sent along
with a check for $15.00 per certified copy being requested.
Please make checks payable to "Tama County Recorder".

Document Formatting Standards
A full review of all the changes and requirements as of July 1, 2009

REAL ESTATE TRANSFER - GROUNDWATER HAZARD STATEMENT

GROUNDWATER HAZARD STATEMENT - ATTACHMENT 1
INSTRUCTIONS FOR COMPLETING GROUNDWATER HAZARD STATEMENT

Land and Records Management

Licenses - Registrations - Applications

Military Record Application

Passports

Vital Records

Other Responsibilities

Background and History of Iowa's County Recorders

Iowa Real Estate Transfer Tax Chart

CREDIT/DEBIT CARDS ARE NOW ACCEPTED
mastercardvisa
VISA and Mastercard are now accepted for payments of any service at the Recorder’s Office.
There will be a processing fee added to the cost of the service of at least $2.00.

Recording and Registration Fees:
Most recording and registration transactions require a fee. Recording fees are generally $7.00 for the first page recorded and $5.00 for each additional page of a transaction.

All deeds, changes of title, affidavits of surviving spouse, etc., any document that changes ownership of a property, needs to add an Auditor’s Transfer fee.  The Auditor’s Transfer fees are $5.00 for each different block and/or section mentioned in the deed’s legal description.  Auditor’s Transfer fees are not to exceed $50.00 for one instrument.

Effective July 1, 2009, the Iowa "Time of Transfer" inspection is required. All properties that are going to be sold and/or transferred that include a private wastewater treatment and/or water supply must have these facilities inspected by a Certified Inspector (listing of certified inspectors may be found at http://www.wastewatertraining.com). Any deficiencies must be addressed before the sale/transfer takes place. The inspections and statements must be recorded with the Tama County Recorder's Office at the time of legal transfer.

Documents submitted by mail without the proper fee will be returned, unrecorded. Therefore, if you are unsure of the exact fee amount, you should call the Recorder's office for clarification. A portion of recording fees collected for the county provide a form of property tax relief.


Land and Records Management
Your Recorder is responsible for recording your: Deeds; Contracts; Mortgages; Assignments, Releases; Federal and State Tax Liens; Plats & Surveys; Section Corner Certificates; Military Service Records; Easements; Affidavits; Condemnations; Trade Names; Leases; 28E & Drainage Agreements; Bills of Sale; Articles of Incorporation; Fencing Agreements; Financing Statements; ...plus numerous other documents.

Land record searches are available online 24 hours a day, seven days a week at iowalandrecords.org and real estate documents may be recorded electronically through that portal.  We are working to convert our historical paper records to electronic records and make them available for internet searching after they have been redacted to remove sensitive personal information.  Search index records beginning 1/1/1997 to present and view/print documents beginning 1/1/2004 to present.  If you need a copy of a document prior to 2004, please call our office at 641.484.3320.  No Vital Record or Military information is available online.  We will continue to use technology to make the office more accessible to the public


Licenses - Registrations - Applications
Your Recorder/Registrar is responsible for selling or issuing: Boat Registrations/Titles/Liens; Snowmobile Registrations/Titles/Liens; ATV Registrations/Titles/Liens; ORV Registration/Title/Lien; Hunting and Fishing Licenses; Deer and Wild Turkey Tags; Fur Harvester Licenses; Habitat, Duck and Trout Fees; Landowner/Tenant Gun & Archery Permits.

NO ATV/SNOWMOBILE/ORV/BOAT TRANSFERS AFTER 4:00 P.M.


Passports
There is only one acceptance agent in our office so calling 641/484-3320 before coming in is HIGHLY RECOMMENDED.  NO applications will be taken after 4:00 p.m.
WE TAKE PASSPORT PHOTOS IN OUR OFFICE!!!
Office hours for taking passport photos are 8:00 am to 4:00 pm.
Passport photos are $15 for a set of 2 prints.

PRODUCTS AVAILABLE:
PASSPORT BOOK
Traditional book in which countries place their stamp. Must have a book when flying anywhere outside the United States.

PASSPORT CARD
Will fit in wallet and allow land or sea passage to Mexico, Canada, the Caribbean and Bermuda. The card cannot be used for flying to a destination.

Requirements for application are as follows:

1. Completed application form up to line 20 only, typed or legibly printed in CAPITAL LETTERS, using black ink. Application form must be signed in the presence of the Acceptance Clerk.

2. One Passport Photo (Full Face, 2”x2”, white background)

3. Valid driver's license.

4. Both parents who are named on the applicant's birth certificate may apply for a minor under age 16. Both parents must sign application.

5. U.S. born citizens must submit a certified birth certificate or a previous passport. Certificates must bear the official seal of the state or county where born. You must submit your original naturalization certificate if you are a naturalized citizen.

6.  AGE 16 AND OVER : (Valid for 10 years)
Passport Book Fee - $110; Execution Fee - $25 = $135
Passport Card Fee - $30; Execution Fee - $25 = $55
Apply for both at the same time = $165

 7. AGE 15 AND YOUNGER: (Valid for 5 years)
Passport Book Fee - $80; Execution Fee - $25 = $105
Passport Card Fee - $15;  Execution Fee - $25 = $40
Apply for both at the same time = $120

8. Allow 4-6 weeks for processing.

9. EXPEDITE SERVICE : (2-3 week turnaround)
$60 additional fee per application
Overnight service is $32.80 for mailing to and from passport services.

10. NO CASH WILL BE ACCEPTED FOR THE FEE TO BE SENT WITH THE PASSPORT APPLICATION, ONLY CHECK,  MONEY ORDER OR CREDIT CARD.  You may still pay the processing fees/photo fees by cash, check, money order or credit card.

You may also access the passport website at www.travel.state.gov.

Vital Records
Your Recorder: Issues Marriage Licenses; Certifies Vital Records; Register Birth, Death and Marriage Certificates

Chapter 144.43 clearly gives the public the right to inspect and copy vital records (that have not been sealed) in the custody of county registrars. "Inspection" can only be done in person by the customer. Copying may be done by hand by the customer on-site, otherwise a photocopy can be made if the document is in an allowable condition to do so. Photocopying can only be done by the County Registrar. A reasonable fee will be charged for this service.

Uncertified, plain copies of vital records may NOT be provided to mail-in requests. Only certified copies to entitled recipients, at a fee of $15 per record, may be issued through mail-in applicants.

NOTICE OF FEE INCREASE – Effective January 1, 2014, vital records fees, including certified copies, will increase to $20.00

By law, telephone requests for vital records can not be accepted.

Marriage License Instructions:
Couple to be married and one Witness, who must be at least 18 years of age, needs to fill out the application at our office or in front of a notary.  A photocopy will be taken of each person’s photo ID.  The cost for a marriage license is $35.00, payable at the time of the application.  The marriage license may be picked up at the Recorder’s Office any time after three business days.  If the license is not picked up within six months from the date of application, the application is considered null and void.

Application received on:
License ready to issue:
Monday
Friday
Tuesday
Saturday
Wednesday
Sunday
Thursday
Monday
Friday
Tuesday

If you should have additional questions, please do not hesitate to contact our office.


Other Responsibilities
Your Recorder/Registrar also: Collects real estate transfer tax ($1.60 per $1,000 of consideration - first $500 is exempt) on conveyances of property, a small portion of which is retained in the county's general fund.

Supports the federal and state governments by performing federal and state tax lien searches and research of current records for the public.

Collects and reports auditor's fee on transfer of property.

Certifies recorder's records.

Faxes document requests for various title search companies, attorneys, realtors, etc for a fee of $2.00 for the 1st page and $1.00 for each additional page.

Makes records available for genealogy research.

Files detailed reports monthly, quarterly and annually to the county and to state agencies.