Donna Farris Hardy
Warren County Chancery Clerk

Office Hours
 Monday thru Friday 8:00 a.m. - 5:00 p.m.
 

I will smile as I serve the public and attempt to make each day a little brighter for someone"
 

Department Overview

The Chancery Clerk's department consists of 7 full time employees and various part time employees, plus 2 employees in the accounting department.  Each of these employees may be reached by calling (601) 636-4415.

• Mattie Gaines and Faye Willis are responsible for recording all land documents, lis pendens, (notices of pending lawsuits) military discharges and construction liens.
  
  
• Denise Bailey and Mary Flaggs are responsible for recording all Chancery Court filings which includes creating a court file, assigning a cause number, entering information into the computer and having files available for the Chancery Judge.
  
  
• Beverly Johnson attends all meetings of the Board of Supervisors, records the official minutes and maintains files for supervisors' documents.  She also makes all bank deposits and maintains the fee journal for the clerks office.
  
  
• Rhonda McClure serves as receptionist, including answering the telephone and attending the counter,  files UCC releases and attends all commitment court hearings.
  
  
• Loretta Brantley serves as accounting clerk.
  
  
• Victoria Bell serves as accounting clerk.
  
   

Duties of the Chancery Clerk

• The Chancery Clerk serves as the hub of all county government because of the various duties given the clerk by statute.  The duties of the Chancery Clerk are governed by various statutes and court rules, along with procedures established by the State Audit Department.
   
• As clerk of the Board of Supervisors, she records the official minutes and maintains files of all county documents.  As Treasurer, the Clerk prepares the claim docket and payroll for the County and after board approval writes the checks for payment.
   
• As public recorder, the clerk records and stores several documents, including all deeds, deeds of trust, and other land documents and maintains an index of said documents.  She also records construction liens, federal tax liens, Lis Pendens and military discharges.
   
• As clerk of the Chancery Court, she attends court while in session, receives and records all documents in estates, guardianships, conservatorships, divorces, child custody adoption and property disputes.  The Chancery Clerk is also responsible for processing all cases of mental commitments.
   
• Another duty of the Chancery Clerk is to handle the collection of property taxes after the Tax Collector has sold the property at a tax sale.  The Chancery Clerk is responsible for sending proper notices by certified mail to all property owners and mortgage holders before the time for redemption has expired and to issue tax deeds upon request.
   

Purchasing Real Property

    Be sure a title search is done before any money is exchanged. A search of records in the Chancery Clerk's Office will determine any outstanding mortgages, taxes or other liens and whether or not the seller has legal title to the property. Any attorney or title company can do a title search and prepare your deed. It is illegal for the Chancery Clerk's Office to search these records or prepare your deed.

Before recording your deed it must contain the following:

• Signature of seller or sellers - notarized.
   
• Legal description with indexing instructions.
   
• Names, addresses and telephone numbers of the sellers, buyers and deed preparer.
   

    If you purchase and occupy property before January 1st, you are eligible to apply for Homestead Exemption in the Tax Assessor's office - filing period January 1st, through April 1st. Filing for Homestead Exemption reduces your taxes tremendously. If you are eligible, please be sure and take advantage of this savings.

    Property taxes must be paid each year.  Statements are mailed from the Tax Collector's Office each December for that year's taxes. Be sure the Tax Collector has your current mailing address. You may pay current taxes in three (3) installments.
 

    If your property taxes are not paid by the last Monday in August, then it is auctioned off to the highest bidder which is called a Tax Sale, or if no one bids then it is stricken off to the State. It then becomes the duty of The Chancery Clerk to collect all delinquent years taxes before the current year can be paid. (No installments on delinquent taxes - cash or money order - NO PERSONAL CHECKS ACCEPTED AFTER AUGUST 1ST.)
 

    An individual has two years from the date of this sale to redeem their property. If it is not redeemed before that two years is up, then it matures to the State or if an individual purchased it at the Tax Sale, that individual is given a Tax Deed. Which means you no longer own your property.
 

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