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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

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: Shari Smith
Phone: (860) 455-0073 extension 312
Email: townclerk@chaplinct.org

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Do you need any of the following from the Town Clerk’s Office while the Town Hall is closed to the Public due to the Coronavirus?

Please know that we are here to assist you in any way we can during this difficult time.

**This is just an overview of some of the services we provide, if you have any question please contact our office and if we can’t help you we will direct you to the office that can.**

Absentee Ballot:

As of this date the Presidential Preference Primary has been postponed until August 11th.  Also, as of this date Regular Absentee Ballots for the Presidential Preference Primary become available on July 21st. 

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 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. 

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, spay or neuter certificate, a complete dog license application (found below under FORMS) and a check ($8.00 if spayed/neutered, $19.00 if NOT spayed/neutered as well as any late fees), 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 see the notice about dog licensing in the Notice section below for detailed information. 

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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 ballots
  • Records, indexes &files vital statistics' documents such as marriages, births, deaths, burials, disinterment's, & 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 of jurisdiction governing body & its boards & commissions
  • Transcribes or files for record minutes, votes, appointments & terms of office & oaths
  • Handles jurisdictional codification of ordinances & regulations
  • 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

Election Results - CT Election Management System

CT Department of Health - Vital Records

State Elections Enforcement Commission 

 

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

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).

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


Resources

Budgets

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

RD11 Proposed Budget for FY 2019-2020

RD11 Proposed Budget for FY 2020-2021

Documents

1152019 List of Elected Officials

2019 Annual Meeting Dates of Chaplin Boards and Commissions

2020 Annual Meeting Dates of Chaplin Boards and Commissions

2020 Meeting Schedule

Basic Fee Schedule

Contract - CES Principal Kevin Chavez

Marraige License Laws of Connecticut

Plan of Conservation and Development - 2010

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

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

Superintendents Contract 2018-2019

Superintendents Contract 2019-2021

Forms

Absentee Ballot Application ED-3 - English

Absentee Ballot Application ED-3 - Spanish

Absentee Ballot Application for Additional Absentee Ballot ED-3A

Absentee Ballot Application Referendum Less than Three Weeks Notice ED-3R

Absentee Ballot Emergency Application ED-3E

Absentee Ballot Overseas Application ED-70

Certificate of Change of 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

Notices

Notice of Party Endorsements for Registrar of Voters and Justice of the Peace 05/21/2020

2020 Delegates to Convention 05/19/2020

Regional District 11 Financial Audit Year Ending June 30, 2019 05/19/2020

June is Dog Licensing Month 05/16/2020

Board of Finance Budget Public Hearing 05/11/2020

Reports

Annual Report 2014-2015

Annual Report 2015-2016

Annual Report 2016-2017

Annual Report 2017-2018

Annual Report 2018-2019

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

Contact Town Clerk

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

Staff

Shari Smith (R)
Town Clerk
Term End: 01/04/2022