Yamhill County Clerk outlines services and addresses deed fraud concerns

During the Yamhill County Board of Commissioners formal session on April 17, 2025, key discussions centered around the operations of the county clerk's office, particularly in relation to elections and public service delivery. The meeting highlighted the ongoing efforts to maintain high-quality customer service amidst increasing demands, including the processing of marriage licenses, passports, and civil ceremonies.

The clerk's office reported an average of 36 marriage licenses and 93 passports processed monthly, alongside the introduction of a new photo booth service. Despite a decline in recording activities compared to previous years, the office is actively working on archiving board orders and ensuring that all records are maintained accurately.

A significant concern raised during the meeting was the issue of deed fraud, also known as seller impersonation fraud. The clerk emphasized the challenges faced when recording documents that meet statutory requirements, even when suspicions of fraud arise. To combat this, the office is collaborating with a software vendor to implement a free property alert service for landowners, which will notify them of recorded documents. This initiative aims to enhance transparency and protect property owners from potential fraud.

Additionally, the meeting addressed the ongoing review of voter records by the DMV, which has uncovered clerical errors dating back over a decade. The clerk reassured the commissioners that no ineligible voters have been reported in Yamhill County, and emphasized the importance of maintaining the integrity of voter rolls. The office is committed to working closely with the DMV and the Secretary of State to ensure accurate voter registration processes.

Legislative updates were also discussed, with several proposed bills related to elections and recording fees. While many bills have not progressed, there is ongoing advocacy for amendments that would allow the clerk's office to retain a larger portion of recording fees, which are essential for funding their operations.

In conclusion, the meeting underscored the clerk's office's dedication to providing reliable services while navigating challenges related to fraud prevention and voter registration accuracy. The ongoing collaboration with state agencies and the introduction of new services reflect a proactive approach to safeguarding the interests of Yamhill County residents. As the office continues to adapt to evolving demands, the focus remains on ensuring fair and transparent elections and maintaining the integrity of public records.