The Town will send a letter to all property owners or abutters to the identified private ways alerting them to this issue and what steps should be taken to correct it.
The following step-by-step process is recommended:
- Review all the information on the Town website concerning this topic.
- Contact your neighbors and identify a contact person or person(s) to be the team leader. The Town is willing to answer questions, and the quickest and easiest way is by having a point of contact for each non-road association group. (The Town has over 50 roads that need to have an association, so having a singular point of contact is very important.)
- The Lead person(s) will need to notify the residents of a road association formation meeting. Information regarding all abutters who use the private way, based on our records, are available on the Town’s website for your usage. Simply decide to form a road association or not.
If yes, The Town’s (designated staff person) will educate the point of contact on how to form the association. Each Private Way Road that desires to form an association to continue receiving plowing services will be provided a booklet (3 ring binder) on the various forms for a statutory road association. This will be provided to the lead person. If you want the assistance of a town representative or volunteer at a meeting, please call for availability. (207.894.7079) Also on the Town website is a PDF of this booklet/3 ring binder.
- Once your group has made the decision to have an association or not, then take the necessary steps to complete the decision.
1) If the decision is to not form an association (and thus waive ongoing town-provided plowing), simply summarize the meeting and forward that decision to the Town Manager’s Office. This letter should include at least 51% of the road abutter signatures. (email: firstname.lastname@example.org; or mail to Town of Windham, Private Ways Help, 8 School Road, Windham ME 04062)
2) If the decision is yes, we want to continue having the plowing service with conditions, then use the provided booklet to set up the road association and get organized.
E. If you have decided to continue the service, you will need to:
- Post the “Notice of Statutory Road Association”;
- Vote to establish the road association;
- Vote on by-laws;
- Vote on the directors;
- Notify the Town, and we will meet with the President of the road association or designee(s) to review the road, provide a plan of improvements over three years, establish contact information, and complete other foreseen needs over time for the road(s) to continue receiving snow plowing from the Town; and
- Register the road association with the State.