Town of Epsom, New Hampshire

Road Advisory Committee

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Meetings are generally held on Monday evenings at 5pm. Please call in advance to confirm dates and times.

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Welcome!

1. The Epsom Roads Advisory Committee (RAC) was formed the thirty-first day of July 2001; members will be appointed by the Board of Selectmen (BOS).
2. The RAC will regularly meet and report to the BOS via the BOS representative, or as requested. The RAC will provide a draft copy of the Minutes of each meeting to the Town Office no later than 144 hours following the meeting, and the corrected final copy no later than 144 hours following the next meeting.
3. The RAC is established to cooperatively promote better roads maintenance by assisting the road agent and BOS with administrative organization, planning, contracting for and evaluation of town road operations. The Road Agent (RA) is a permanent and vital member of the RAC.

   A. The RAC will develop and recommend to the BOS specific: planning; bidding; contracting; reporting methods to better ensure proper and efficient management of road activities, and accountability of resources. These methods will include, but not be limited to: annual, seasonal, monthly, weekly, daily road work schedules; reports of hours worked and specific work performed; vehicle and equipment documents to track daily, routine vehicle and equipment use; vehicle and equipment maintenance schedules; emergency procedures. Procedures will be reviewed at least once per year and findings will be submitted at least once per year, in writing, no later than September 30^th, to the BOS along with any recommended changes and the reasons why.

   B. The RAC will, as needed, review, develop and recommend, in writing, to the BOS no later than April 1^st of each year: road work design; repair and maintenance standards and any changes. State of New Hampshire Department of Transportation road construction standards, and experience the previous year may serve as guides.

   C. The RAC will comment to the BOS on work bidding and contracting. When bids are returned to the Town Office by interested contractors, the BOS will ask the RAC to review the bids and provide the BOS, in writing, the positives and negatives of each option and contractor under consideration.

   D. When requested by the BOS, the RAC will comment, in writing, on proposed purchases.

   E. The RAC will review completed roadwork and comment to the BOS on the execution of the design and contract specifications, and if costs were kept within the contract and the annual budget. Any comments and or recommendations will be presented to the BOS in writing as the recommendation/comment of the RAC, not as individuals.

   F. Neither the RAC, nor individual members will directly supervise the Epsom Road Department (ERD) in the performance of daily roads activities, nor attempt to direct the manner in which work is being performed, nor have any official, direct contact with contractors during the performance of their duties.

   G. The RAC will consult with the BOS about the content and updating accuracy of files on town roads as requested.

   H. The RAC will work with the RA to submit to the BOS no later than September 30^th of each year a written roads budget recommendation for the following fiscal year, to include specific justification.

   I. The RAC and the RA will present to the BOS, in writing, no later than September 30^th their specific plan and schedule for the following year's road maintenance and upgrades throughout the Town, as well as a revised 5 year plan.

4. The RAC will be comprised of permanent positions and appointed, rotating citizen positions. Specialty consultant positions may be established as required. Rotating members are appointed for a one or two year term. Permanent members may also serve as citizen representatives if there is not sufficient community interest, and as specialty consultants if they have the required expertise. The objective is maximum citizen involvement representing geographically diverse portions of Epsom. (See Annex A -RAC Membership ).
5. The RAC, if members are available, is to assist the RA with the annual inventory at the yard.

Members

Gary Kitson

Don Weaver

Rita Graham

(Road Agent)

Peter Bosiak (BOS Rep)

Contact

Town Office: 736-9002
Email: epsomtown@metrocast.net

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