Selectboard accepts $3,000 donation to cover snowmobile-plowing reimbursement process

The Swanzey selectboard agreed Wednesday to accept and expend a $3,000 donation from the Kingstone Riders to thank public works staff for plowing and to facilitate state reimbursement for a local snowmobile club.

The request came during the public-input portion from the local snowmobile club president (speaker 6), who explained that the New Hampshire Bureau of Trails reimburses clubs for plowing at 70 percent. The club submitted an invoice for $3,000 but cannot float the full amount; it asked the town to pay the full invoice upfront and then reimburse the club for the remaining 30 percent ($900). “We would pay you upfront. You would invoice us. We would pay you the full amount,” the club representative said, noting the state requires proof of payment to issue the 70 percent reimbursement.

Chair (speaker 3) moved the board accept the $3,000 donation “to thank the DPW staff for their efforts with plowing and to post the revenue to DPW miscellaneous income,” citing the record’s statutory language. The motion was seconded and approved by voice vote/consensus. Board members asked town staff to work with Joe to adjust the invoice to match the grant request and to confirm the timing required by the state; the club said its billing must be completed by May 10.

Why it matters: the arrangement allows the town to receive state reimbursement while ensuring the nonprofit club is not required to front the full cost. Board members emphasized the need to document the transaction and to resolve accounting details with the town administrator and DPW before payment is issued.

What’s next: staff will revise the invoice as requested, confirm proof-of-payment requirements with the Bureau of Trails, and process the donation/reimbursement through the DPW miscellaneous income account.