08/26/2026
📢 Special Town Meeting – Monday, August 31 at 7:00 p.m.
Chaplin Senior Center, 132 Chaplin Street
The Town of Chaplin will hold a Special Town Meeting to consider:
✅ A new Procurement Ordinance (updating purchasing rules and raising the competitive bidding threshold to $35,000)
✅ An amendment to the Chaplin Bicentennial Arboretum Commission Ordinance
✅ A $115,000 fund transfer to cover utility pole relocation costs for the Community Connectivity Project (~$70,133) and preliminary costs for the Lynch Road TRIP grant project
Residents are encouraged to attend, ask questions, and participate in the discussion.
📄 Full details and proposed ordinances are available at the Town Clerk’s Office and on the Town website.
See you there!........................................................................................................................................
Town of Chaplin Special Town Meeting Scheduled for August 31
The Town of Chaplin will hold a Special Town Meeting on Monday, August 31, 2026, at 7:00 p.m. at the Chaplin Senior Center, 132 Chaplin Street, to consider several ordinance proposals and a transfer of funds for transportation improvement projects. The following information is provided for informational purposes to assist residents in understanding the items appearing on the Town Meeting Warning.
Item 2A: Proposed Procurement Ordinance
Voters will be asked to consider adoption of a new Procurement Ordinance that would replace the Town's current Competitive Bidding Ordinance adopted in 2010. The proposal updates Chaplin's purchasing procedures to align with current Connecticut law and establishes a comprehensive framework governing the Town's procurement of goods, services, and construction projects.
The proposed ordinance would:
· Increase the threshold for formal competitive bidding to $35,000, consistent with recent state legislation.
· Establish clear procurement responsibilities for the First Selectman, Board of Selectmen, and department heads.
· Create procedures for competitive bidding, small purchases, emergency procurements, and sole-source purchases.
· Authorize continued use of State of Connecticut contracts and cooperative purchasing programs.
· Promote transparency, competition, accountability, and responsible stewardship of taxpayer funds.
· Provide an opportunity for qualifying Chaplin-based businesses to match the lowest responsive bid under certain circumstances.
Item 2B: Proposed Amended Chaplin Bicentennial Arboretum Commission Ordinance
Voters will be asked to consider an amendment to the Chaplin Bicentennial Arboretum Commission Ordinance originally adopted in 2023. The amendment would repeal and replace the existing ordinance and further clarify the mission, scope, and responsibilities of the Arboretum Commission.
The proposed ordinance would:
· Expand the definition of the Chaplin Bicentennial Arboretum to include both the commemorative tree plantings at Edward Garrison Park and the Pollinator Pathway at 495 Phoenixville Road.
· Continue the Arboretum Commission as the body responsible for the care, maintenance, replacement, and management of designated trees and shrubs within the Arboretum.
· Maintain coordination between the Commission and the Town Tree Warden through quarterly meetings.
· Authorize the Commission to prepare an annual budget and pursue grant opportunities with approval from the Board of Selectmen
Item 2C: Proposed Citation Hearing Procedure Ordinance
Following a review of the current proposal, Town legal counsel has advised that no additional action is necessary at this time as a substantially similar ordinance was adopted by Town Meeting in 2019.
Item 3: Transfer of Funds for Transportation Projects
Voters will be asked to consider the transfer of $115,000 from the Assigned Fund Balance - Capital Projects Account ( #34001) to the Capital Improvement Project Roads Account ( #3305.4).
The requested transfer is intended to address costs associated with two significant transportation infrastructure projects currently underway or entering the development stage.
The funding would support:
· Utility pole relocation costs associated with the Town's Community Connectivity Project. Eversource has provided a cost estimate of approximately $70,133 for the required relocations, substantially higher than originally anticipated during project planning.
· Surveying and other preliminary costs related to the Town's recently awarded $1.9 million Transportation Rural Improvement Program (TRIP) Grant project on Lynch Road.
Residents should also be aware that the Community Connectivity Project has already advanced beyond the planning stage. The Town currently has executed agreements with the Connecticut Department of Transportation and Roma Construction, and grant funds have already been released and expended on project components, including lighting improvements. The existing contracts and grant approvals are based upon the currently approved project design. Modifications to the project at this stage could jeopardize contractual obligations and project compliance requirements.
Because utility pole relocation costs are not eligible for reimbursement under the Community Connectivity Grant Program, the Town must identify a local funding source to complete this required component of the project. Additionally, Town officials have recommended including anticipated preliminary costs associated with the Lynch Road TRIP project in the same request to avoid the need for future appropriations and additional Town Meetings.
The proposed transfer has been reviewed and recommended to Special Town Meeting by both the Board of Finance and the Board of Selectmen for consideration.
Residents are encouraged to attend the Special Town Meeting and participate in the discussion and consideration of these important municipal matters. Copies of the proposed ordinances are available for inspection in the Town Clerk's Office and on the Town's website
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