Suffern, N.Y., Code of Ordinances ch. 215 (eCode360 ed. 2026) § 215-3

A. Every owner of a rental property as above defined shall file with the Village Clerk, within 60 days after the adoption of this chapter, a landlord registration statement on forms to be supplied by the Village Clerk, containing the following: (1) A description of the premises by street number and section, block and lot number, including tax identification number. (2) The owner's name, residential address, and mailing address, together with his/her business telephone number, home phone number, cell phone number, fax number, as well as email address, or, if such owner is a corporation or LLC, the name and address of such corporation or LLC and the name, residence, business address, together with the residence, business telephone numbers, cell phone numbers, fax numbers and email addresses of all officers. (3) Proof of residency of each owner. (4) A description of the structure, including the number of rental dwelling units or rooms let for rent in the structure. (5) A floor plan depicting the location, use and dimension of each room situated within the dwelling unit. (6) The number of persons intended to be accommodated by, and to reside in, each room of such rental dwelling unit. (7) A copy of the most recent deed and real property tax bill, confirming the ownership of record of the dwelling unit. (8) Designation of a managing agent. In the event the owner does not reside within 30 miles of the property, then the owner must designate a managing agent. If a managing agent is required, then the owner shall provide the following information to the Village Clerk: the name, residence, business and email address and residence, business and fax telephone numbers of a natural person, 18 years of age or over, who actually resides within 30 miles of the property, and who shall be designated by such owner as a managing agent responsible for and in control of the maintenance and operation of such dwelling, and who shall be designated as the person upon whom process may be served on behalf of the owner. The managing agent and/or owner shall keep a current record of all the tenants, and their names and addresses, who are renting, leasing or living in the premises. There shall be endorsed upon such statements a written consent to such designation signed by such managing agent. An owner who is a natural person and who meets the requirements of this subsection as to the location of the residence or place of transacting business of a managing agent may designate himself/herself as such managing agent. (9) Each application shall be executed by and sworn to under oath by the owner of the dwelling unit. (10) The owner shall, at all times, keep this information updated, and when there is a change in ownership, a change in the managing agent, a change in tenant(s), or a change in any information set forth on the registration form, the owner shall update the information by amending the landlord registration statement within 15 days from the date of any such change. (11) Any designation as managing agent made pursuant to the provisions of this section shall remain in full force and effect until changed or terminated as hereinafter provided. B. Upon completion and execution and submission of the landlord registration statement as aforesaid, said registration shall be reviewed by the Village Clerk or her designee for adequacy. Should the Village Clerk and/or her designee determine that said application is incomplete, defective or untruthful for any reason, said application shall be marked "rejected" and returned to the filer with an explanation of the reason(s) for rejection. A rejected application shall not be deemed to comply with the following provisions of this article. C. It shall be the responsibility of each owner to timely notify the Village Clerk whenever the information provided in the landlord registration statement has become outdated or for any reason is no longer accurate. D. Where, after filing of any landlord registration statement in relation to any rental property under the applicable provisions of this chapter, the owner of such property shall have granted or transferred his/her right, title or interest therein or in any part thereof, such owner shall file with the Village Clerk within 15 days after such grant or transfer a written statement which, under oath, shall contain the name and residence, business addresses, business and home telephone, cell phone numbers, fax numbers and email of the grantee, transferee or other successor of such right, title or interest, or if such grantee, transferee or successor is a corporation, the name and address of such corporation, including the names of all officers, their addresses, business and residence phone and cell numbers as well as email addresses and fax numbers. E. Where, after the filing of any landlord registration statement with the Village Clerk pursuant to the applicable provisions of this chapter, any change other than a designation of a different managing agent or a change of ownership or interest occurs in any name, residence or any business address of a list of officers required to be included in such statement, the owner, within 15 days after such change, shall file in duplicate, on forms to be furnished by the Village Clerk, a statement under oath setting forth the particulars of such change so as to supply the information necessary to make currently correct the last landlord registration statement filed pursuant to the applicable provisions of this section. F. An owner may terminate such designation by filing with the Village Clerk a sworn written statement designating a new managing agent made in conformity with the provisions hereinabove cited. G. Any landlord registration statement or designation of a managing agent required to be filed with the Village Clerk by any owner of a rental property under the provisions of this section shall be signed by such owner, or if such owner is a corporation, by an officer thereof, or if such owner is a partnership, by a partner thereof, and said statements must be sworn to under the penalties of perjury. H. In addition to the annual filing of an application for a rental occupancy permit, a new application for a rental occupancy permit shall be filed whenever the ownership of the property changes or a dwelling unit or portion thereof has become vacant and the owner intends to permit a new tenant or other person to take up residence. No additional fee will be required if the owner is registering a change in tenancy only under an existing valid rental occupancy permit. I. Any such landlord registration statement or designation of a managing agent shall be deemed prima facie proof of the statement therein contained, in any criminal or civil prosecution instituted by the Village of Suffern or by any proper prosecutorial agency against the owner or managing agent of a rental property.