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495 Phoenixville Road, Chaplin, CT 06235

Windham County Connecticut

 Phone: (860) 455-0073

 Fax: (860) 455-0027

 Email: assistant@chaplinct.org

The following will be closed for the July 4th Holiday:

 Town Hall – Closed 7/4

Department of Public Works – Closed 7/4

Senior Center – Closed 7/4

Library – Closed 7/4

Curbside pickup for household garbage and recycling will be scheduled for Friday, July 8th 

Town Clerk

Chaplin Town Clerk Hours:

Sunday: CLOSED
Monday: 9:00am - 3:00pm
Tuesday: 1:00pm - 7:00pm
Wednesday: 9:00am - 3:00pm
Thursday: 9:00am - 3:00pm
Friday: Closed
Saturday: Closed

Town Clerk and Registrar of Vital Statistics: Shari Smith
Phone: (860) 455-0073 extension 312
Email: townclerk@chaplinct.org


To request an absentee ballot:

Please fill out an application and return it to the Clerk's office by mail, our official Connecticut ballot drop box located on the porch of the Town Hall near the main entrance (opened 29 days prior to an election) or in person during business hours.  Applications can be obtained from the Clerk in person or at the link below.  Please be sure to fill out sections I, II and III and section IV only if section IV applies to you. 

To return a voted absentee ballot:

Ballots can be returned to the Clerk in person during business hours, by the US Postal Service or to the State of Connecticut Official Ballot Drop Box.  If you plan to return your absentee ballot in person by way of the ballot drop box, please be sure to use the State of Connecticut Official Ballot Drop Box located on the porch by the main entrance to the town hall and not the incoming mail box located in the parking lot.    If you are mailing the ballot back, please be sure to mail it early enough so that it is received in the Clerk's office by the close of polls on election day.

Request an Absentee Ballot

Land Record Copies, Recordings and Title Searches:

As always, we accept recordings via mail and would prefer that you use this method if at all possible.  Our land records can be accessed from the Chaplin Land Records link below. Starting on 3/23/20 Cott Systems has implemented a no fee subscription service to encourage searching for records online.  Details can be found on the RecordHub site.  If you need to record a document immediately/in person, please call the Clerk prior to coming. Copies can be requested via mail along with a check for payment. Urgent copies may be requested via phone or email and we can mail or email them to you. If you direct need access to the vault, please to schedule a time.

Filing of Death Certificates:

If you are from a funeral home and need to file death certificates and/or obtain burial and cremation permits, please call prior to coming to the office if at all possible. (860) 455-0073 ext 312)

Certified Copies of Birth, Death, and Marriage Certificates:

These can be obtained through the mail. Mail the Town Clerk’s Office a written request (links to the proper forms can be found below under FORMS) along with a copy of your ID, and $20.00 (check) for each Certified copy. We will mail the certified copy to you the day we receive your request. If you absolutely need the Certified Copy immediately you can call our office 860-455-0073 ext 312. Please have your written request, ID, and a check for $20.00 ready and we will have your copy ready for you. If you are unsure of the type of ID required, please call.

Copies of vital records can also be obtained from the Department of Public Health at https://portal.ct.gov/DPH/Vital-Records/State-Vital-Records-Office--Home

Marriage Licenses:

If you are getting married in Chaplin within 65 days of your application date, you will need to obtain your marriage license from the Chaplin Town Clerk’s office. Print out and complete the Marriage License Worksheet found under FORMS below.  Please call to make an appointment for your marriage license. Both parties will need to be present and show us Identification. There is also a $50.00 charge for the marriage license.  You can also pre-order a certified copy of your marriage license at the time of application which will be mailed to you via certified mail.  The cost is an additional $20.00.  

Dog Licenses:

Mail us the dog’s rabies certificate if the rabies vaccination has expired since the dog was last licensed, a spay or neuter certificate if the dog has been spayed or neutered since the dog was last licensed, a complete dog license application if the dog has never been licensed in Chaplin before (found below under FORMS) and a check ($8.00 if spayed/neutered, $19.00 if NOT spayed/neutered as well as any late fees which are $1.00 per month starting July 1st), as well as a stamped, self-address envelope, and we will mail you the dog license. Our mailing address is Town Clerk, 495 Phoenixville Road, Chaplin, CT 06235. Please call or email the Town Clerk if you have questions.


Duties of a town clerk as mandated by Connecticut Statue are as follows: In a designated jurisdiction within Connecticut, elected or appointed, the town clerk is responsible for administration & management process specific to land records, elections, vital statistics, licensing & various other municipal records in compliance with state statutes, federal regulations, municipal charters & local ordinances.

Examples of such duties include: (Directly or through others)

  • Records, processes & indexes land records
  • Computes & collects municipal & state conveyance taxes
  • Microfilms land records & provides for secure storage
  • Records, certifies & reports on election process activities (including campaign financing)
  • Issues absentee, military and overseas ballots
  • Maintains an index to vital events such as marriages, births, deaths, burials and cremations
  • Compiles statistical data & prepares & submits reports
  • Issues canine licenses
  • Issues & approves voter registration cards & other permits unique to the jurisdiction
  • Records, indexes & files maps, veterans discharges, liquor permits & trade name certificates
  • Maintains & posts calendar meeting dates of boards & commissions
  • Keeps records of the agenda motions, votes and minutes of meetings of the town, as well as appointments, terms of office, vacancies in office and oaths of office
  • Handles jurisdictional codification of ordinances.  **See town clerk for a complete list of ordinances
  • Answers inquiries from the general public and officials including research & genealogy
  • Trains & evaluates staff
  • Prepares capital & operating budgets
  • Files & certifies Notary Public
  • Prepares certified copies of documents & affixes seals
  • Participates in professional self-development programs & continuing education opportunities
  • May serve as governing body's representative at designated functions & events
  • Does special projects and related work as required & any other requirements mandated by State Statute as amended by law from time to time


Town/State Resources

Chaplin Land Records

 Secretary of State Office - Elections and Voting

Connecticut Historic Election Results Archive

Election Results - CT Election Management System

CT Department of Health - Vital Records

State Elections Enforcement Commission 

State of Connecticut Council on Environmental Quality


WEB GIS Maps and Online Property information are available using MainStreetGis (NOTE: recommended browers -  the latest versions of Goggle Chrome, Internet Explorer, and FireFox).  CLICK HERE TO SEARCH FOR A PROPERY MAP OR TO GET A FIELD CARD

Military and electors living or traveling overseas can register to vote and apply for an absentee ballot by using the Federal Post Card Application.  Click here for more information on the Uniformed and Overseas Citizens Absentee Voting Act or UOCAVA

To Chaplin’s Permanently Disabled Voters:  Voters with permanent disabilities may be eligible for permanent absentee ballot status. Permanent absentee ballot status enables the elector to receive an absentee ballot for each election, primary, and referendum in the municipality in which they are eligible to vote. The voter must file an application for an absentee ballot (ED-3) and a doctor's certificate stating they have a permanent disability and are unable to appear at the polls.  The doctor's certification should be on letterhead from the doctor's office.  Permanent absentee ballots statues does not pertain to referendums with less than 3 weeks notice.  CGS 9-369c.  Contact the Town Clerk's office for further details.  (note:  Permanent Absentee Ballots do no pertain to referendums with less than 3 weeks notice. CGS. § S9-369c).

Chaplin Subregistrar of Vital Statistics are:

John Adamcewicz, Bacon Funeral Home, 71 Prospect Street, Willimantic, CT 06226,  (860) 423-1234

Christopher Gromko, Potter Funeral Home, 456 Jackson Street, Willimantic, CT 06226,  (860) 423-2211




Upcoming Meetings & Events (next 30 days)



Chaplin Final Approved Budget FY 2022-2023

Chaplin Final Proposed Budget FY 2014-2015

Chaplin Final Proposed Budget FY 2015-2016

Chaplin Final Proposed Budget FY 2016-2017

Chaplin Final Proposed Budget FY 2017-2018

Chaplin Final Proposed Budget FY 2018-2019

Chaplin Final Proposed Budget FY 2019-2020

Chaplin Final Proposed Budget FY 2020-2021

Chaplin Final Proposed Budget FY 2021-2022

RD11 Proposed Budget for FY 2019-2020

RD11 Proposed Budget for FY 2020-2021

RD11 Proposed Budget for FY 2021-2022

RD11 Proposed Budget for FY 2022-2023


05172022 Annual Town Meeting Sample Ballot

11/02/2021 List of Elected Municipal Officials

1152019 List of Elected Officials

2022 Annual Meeting Dates of Chaplin Boards and Commissions

Basic Fee Schedule

CES Principal Contract 2019 - 2022

Chaplin Affordable Housing Plan

Marraige License Laws of Connecticut

Plan of Conservation and Development - 2010

Plan of Conservation and Development - 2021

RD 11 7-1-16 to 6-30-18 Administrators Contract

RD 11 7-1-18 to 6-30-21 Administrators Contract

RD 11 7-1-21 to 6-30-24 Administrators Contract

Superintendents Contract 2018-2019

Superintendents Contract 2019-2021

Superintendents Contract 2021-2024

Unlawful Restrictive Covenant Public Act 21-173


Certificate of Change of Name

Dissolution of Certificate of Trade Name

Dog License Application

Hampton Regional Housing Rehab Program - Application

Marriage License Worksheet

Request for a Certified Copy of a Birth Record

Request for a Certified Copy of a Marriage License

Request for Certified Copy of a Death Certificate

Trade Name Certificate

Unlawful Restrictive Covenant Affidavit

Unlawful Restrictive Covenant Form


Chaplin Town Ordinances - Contact the Town Clerk


Annual Report 2014-2015

Annual Report 2015-2016

Annual Report 2016-2017

Annual Report 2017-2018

Annual Report 2018-2019

Annual Report 2019-2020

Audit Report - FY Ending June 30, 2006

Audit Report - FY Ending June 30, 2007

Audit Report - FY Ending June 30, 2008

Audit Report - FY Ending June 30, 2009

Audit Report - FY Ending June 30, 2010

Audit Report - FY Ending June 30, 2017

Audit Report - FY Ending June 30, 2018

Audit Report - FY Ending June 30, 2019

Audit Report - FY Ending June 30, 2020

Audit Report - FY Ending June 30, 2021

Contact Town Clerk

Phone: (860) 455-0073 ext 312
Fax: (860) 455-0027
495 Phoenixville Road


Shari Smith (R)
Town Clerk
Term End: 01/02/2024