New Hampshire City Town Clerks Association New Clerk

New Hampshire City & Town Clerks’ Association New Clerk Workshop April 2, 2012 1

Residency • • • Principal place of abode Where you vote Where your children go to school Where you file your federal income tax Proof of residency includes a utility bill, statement from your landlord or copy of your deed • See Residency Affidavit 2

Checking ID • When a CTA is processed, please write the driver license ID number of the person completing the CTA on the form • When processing a registration, write the driver license ID number of the person completing the registration on the back of the motor vehicle copy • The ID is for the person in front of you processing the transaction whether or not he/she is the owner. 3

Recent Changes • Regular veteran plates (VVETE) and ANTI plates may now be obtained at substations. • Midstream plate changes are allowed anytime during the year • State Park plates are available for $85. 00 per year (not prorated), plus $8. 00 for the plates 4

Important Laws • RSA 261: 46 Non Resident Registrations • Non-Resident vehicles must be exclusively garage in the state 365 days per year. • RSA 261: 165 and RSA 41: 35 • Deposits must be made at least weekly or when receipts exceed $1500. State deposits must still be made daily unless the Director has approved an alternate schedule due to hardship. Then deposits are every three days. 5

Important Laws • RSA 261: 148 - Customer must have prior years registration or mail-in renewal notice, to renew registration • Customer must fill out form RDMV 110 Application for Copy of Registration and pay $15. 00 fee to State and Municipal Agent fee to Town • 6

New Registrations • Customer must have a certificate of origin, title or dealer prepared title application to register a vehicle with a model year of 1998 and newer • Vehicles exempt from title are those with a model year of 1997 and older. The following is needed to register an exempt vehicle: – VIN Verification Form 19 A, or – photocopy of title, or – copy of current or expired NH registration and (out of state registration not allowed) • Bill of Sale –Send in copy for exempt vehicles only. 7

New Registrations • Town Fees based on List Price – Look up list price in Red Book using the make and model and year of the vehicle – Use list price in column headed Fact. SRP Do not use Avg. Retail Value – Add on miscellaneous equipment for trucks, if applicable – Round to nearest hundred ($50+ round up) – If list price is not in red book call the dealer or ask customer if they have the sticker price that was on window 8

What are mill rates? A mill equals 1/1000 of a dollar and is charged on each dollar of the vehicle retail list price • A vehicle is charged 12 months at each mill rate based on the vehicle model year • Model Year 2013/2012 = 18 mills • 2011 = 15 mills • 2010 = 12 mills • 2009 = 09 mills • 2008 = 06 mills • 2007 = 03 mills 9

Mill Rates cont’d Example: A 14 -month registration of a 2012 vehicle with a list price of $10, 000 would be charged 12 months @ 18 mills =$180. 00 02 months @ 15 mills =$ 25. 00 + $1. 00 town clerk fee + $2. 50/$3. 00 municipal agent fee + $2. 00 title fee, if applicable Title fee is charged for preparing title or accepting blue copy of dealer title application 10

State Fees • State fees are based on weight – 0 -3000 lbs $2. 60 per mo. – 3001 -5000 lbs $3. 60 mo. – 5001 -8000 lbs $4. 60 mo. – For cars use shipping weight plus 150 lbs per passenger • For Trucks and sport utility vehicles use GVW in Red Book • Plates cost $4. 00 for one, $8. 00 a set • Title application fee is $25. 00 11

Preparing a Title Application • When a customer brings in title from private sale, signed over to him Clerk prepares title application • Check back of title to make sure it is signed over properly • Look for buyer and seller signatures and odometer reading • Only dealers are allowed to sign over a title multiple times • Staple title application on top of title and any supporting documentation 12

Renewals • Same vehicle and same owner • Due in birth month of registrant or month assigned for the first letter of business, lease or trust • All renewals are for 12 months • If previous registration has: – 7 months @15 mills – 5 months @12 mills Renewal would be: – 7 months @12 mills – 5 months @ 9 mills 13

Renewals (cont’d) • Renewals may be done up to 4 months early (includes month of expiration) RSA 261: 62 • Late renewals – must charge 12 months regardless of when registrant comes in. If registrant comes in during the 12 th month you must charge for the past 12 months 14

Transfers Transfer Types: • Same owner to same owner • Lease to Owner • Owner to Lease • Lease to Lease • Surviving Partner 15

Transfers • When a customer wants to use the same plates and decals on a different vehicle he may do a transfer: – If the old registration is from NH – If it has the same first owner – (Exceptions: Lease to owner, owner to lease, lease to lease and surviving spouse) – If it has not expired – If the plate has not previously been on the vehicle being transferred to 16

Transfers (cont’d) • Monetary credit is given from old vehicle to new vehicle. – Expiration date must remain same o Except in cases of lease/lease, owner/lease, lease/owner and surviving partner transfers o Can do a one month transfer and 12 -month renewal on the same vehicle on the same day o Customer MUST have current original registration o Must pay $15. 00 for a certified copy if they have lost original registration 17

Transfers (cont’d) • Same plate number and decal number are used on new registration • A second name may be added or deleted depending on the names on new title (order on title does not matter) • Fee calculation for Town is new vehicle fee less credit for remaining months on old vehicle + $5. 00 transfer fee + $1. 00 town clerk fee + $2. 00 title fee, if applicable + MA fee, if applicable 18

Calculating Transfer Credit RSA 261: 150 • Calculate the number of months from the present month to the expiration date of old registration – This is the number of months of credit that will be given • Starting with bottom mill rate calculate the per month registration fee 19

Calculating Credit • Example of 5 -month transfer • Old vehicle was charged – 9 months @ 15 mills – 3 months @ 12 mills • Credit given will be – 3 months @ 12 mills – 2 months @ 15 mills 20

Transfers (cont’d) • Fee for State is calculated in similar manner – State transfer fee is $10. 00 + $25. 00 title fee if town clerk prepared – If vehicle goes up in weight category charge $1. 00 per month, per category – 0 -3000 lbs $2. 60 per mo. – 3001 -5000 lbs $3. 60 mo. – 5001 -8000 lbs $4. 60 mo 21

Transfers (cont’d) • Do not staple old and new registrations together, put in numerical order in document pile • Municipal Agents send white copy of title application in with supporting documentation and retain town clerk copy. • Keep Town Clerk copy only of title and registration (old style) if sending customer to motor vehicle substation to complete transaction 22

Transfers (cont’d) • Lease Vehicle Transfers and Surviving Partner Transfers are the only time when a transfer can be made where the first owner of original registration does not match the first owner of new registration • Municipal Agents may process Owner to Lease, Lease to Owner, Lease to Lease and surviving partner transfers. 23

Owner to Lease & Lease to Owner Transfers • Can be transferred if first name on old registration will be second name on leased vehicle registration • Or, if second name on leased vehicle will be first name on new registration • Leasing company is the lessor and is listed as first owner • Lessee is listed as second owner 24

Lease Transfers • On registration the address of the leasing company is legal address and address of owner/driver is mailing address • On title the address of the leasing company is listed first as mailing address and then the lessee’s name and address • Calculate months and amount of credit on old registration • New registration expiration date will be based on the first letter of the Leasing Company name on owner to lease 25

Lease Transfers • If expiration on transfer would be less than 5 months, always extend the expiration of the new registration by 12 months • There are no 17 -month transfers, only 13, 14, 15 or 16 months • Sometimes number of months credit is more than charged. No refunds given. • Transfer can be to same vehicle if customer purchased his leased vehicle 26

Lease to Lease Transfers • Transfer can go from one leasing company to a different leasing company, if the second owner remains the same • Expiration date usually changes and new month decals are issued • If transfer is from one lease company to same lease company it is considered regular transfer and is considered a regular renewal 27

Surviving Partner/Rights of Survivorship-RSA 261: 17 • The surviving partner may drive on old registration and plates until they expire • Must submit copy of death certificate and title, if they have it • If title has lienholder, send to title bureau and they will take care of contacting lienholder to re-title • Must re-title, do not charge $25. 00, unless adding a lienholder or a name 28

Survivorship • If surviving partner comes in during month of renewal or earlier: • Prepare title at no charge • Prepare registration as a survivorship transfer • Use same plates, month of expiration will change and new month decals issued 29

Survivorship • Transfer credits are allowed • Example-Old registration expires in December (deceased birth month) survivor’s birth month is November and transfer is done in October. Charge 14 months for new reg (Oct-Nov) Transfer credit for 3 months (Oct-Dec) 30

Survivorship • If surviving partner comes in after registration expires: • If there are two owners do as a renewal – Swap the names to make the deceased individual the second owner and then delete that individual • If there is one owner – Release the plates and key as new or; – Issue new plates and key as new • Issue new month decals for the plates. • Figure mill rate as if a new purchase 31

Trusts RSA 261: 62 • Titled in trust name (need to send in 1 st and last page of trust paperwork) • May be registered in one of two ways – Name of Trust Only with expiration date of June the letter “J” (for John) like a company • Ex. John Smith Revocable Trust of 2012 – Smith, John as first owner, using his birth month for expiration, and trust as second owner – Smith, Mary as first owner, using her birth month for expiration, and trust as second owner 32

Trusts • Vehicles going from personal name into trust must have appropriate assignments on back of title, considered a change of ownership • Browser towns need to dummy on title in MAAP and list trustees as owners • Title will be issues in trust name only • Transfer credits are allowed 33

Corporations & DBA’s • Corporations and LLC’s, are registered using first letter of business name as expiration • Check to make sure they are registered and in good standing with the Secretary of State at www. sos. nh. gov/corporate/soskb/csearch • DBA’s must be listed as second owner Don’t need SOS approval for those 34

Corporations • Address changes done with on-line towns or substation, customer must provide – DSMV 503 -Corporate Name/Address Change signed by authorized person with proof of address change and authorization (Letterhead, business card) • Cannot change address of leasing companies 35

Non-Resident Registrations RSA 261: 46 • Vehicle garaged exclusively in state • Must register and title. Cannot title only • Make sure to mark Non-Resident registrations in the system. • Out of state address is the mailing address • NH address is the legal address 36

Non-Resident Registrations • A business in town with an out of state driver may be registered in town, • If it is titled and registered under the business name only • As the business is a “resident”, vehicle may be garaged anywhere • Driver does not need to be on the registration, as the owner decides who may use the vehicle 37

Non-Resident Registrations • An out of state business and the driver is in town; vehicle can be registered in town of driver; • If the person’s name is on the title and registration and; • If the vehicle is being garaged in the driver’s town 38

60 -day Hardship Registrations • Must be a new resident to NH and have proof of the following: – Proof that out of state registration is expiring within 20 days or; – Insurance expiring within 20 days if that will cause the registration to expire and/or cancel in the other state – And must have an out of state lien holder or be a leased vehicle 39

60 -day Registrations • Town clerk completes town portion only of title and registration. Registration must indicate 60 day Hardship. Do not charge title fee of $25. 00 • Send customer to substation or Concord to complete • Customer will receive a 60 -day plate until the lienholder or lessor sends title to NH • Title Bureau will then issue the NH title and DMV will send the customer a set of metal plates and registration 40

Plate Changes Reversal of Names • Plate changes and reversal of names are allowed anytime during the year. • Reversal of Names-must have written statement from primary owner granting permission to swap names-include in back of document pile • Don’t forget to issue new month decals because expiration date is changing 41

Midstream Plate Changes • Primary Owner must fill out Application for Replacement Plates and/or Decals(RDMV 125) • Write “plate change” next to “reason” • Enter the reason into the system as “lost” • If switching to an initial plate, primary owner must fill out Application for Initial Plate form (RDMV 120) • Customer must fill out an Application of Copy of Registration (RDMV 110) 42

Midstream Plate Change • Enter the reason in the system as “lost” • Customer must turn in current registration and plates • Customer must pay all associated fees – Plates and duplicate registration fee • No refunds given if switching to a plate type which charges lesser fees. 43

Motorcycles RSA 259: 63 • Use list price in Power Sport Vehicle Blue Book for town fees, weight is not needed • State fee is $1. 25 per month plus $1. 00 for Safety Fund • Transfer fee is $10. 00 plus the $1. 00 safety fund fee. • Title needed for model year 1998 and newer • Motorcycle license necessary to drive cycle with 50’cc’s or more 44

Motorcycles • Motorcycle plate fee is $4. 00 • IMOTO plates are allowed 5 character with the exception of initial veteran plates which have four characters • Veteran, handicap and purple heart motorcycle plates are available • Inspections are done annually in June 45

Mopeds RSA 259: 57 • 1 Moped plate issued at substations • There are no town fees for mopeds • Municipal Agents are allowed to renew mopeds and collect the municipal agent fee • No titles needed for mopeds • Mopeds do not require inspection 46

Trailers RSA 259: 5 • Includes campers, 5 th wheel, utility, and snowmobile trailers • List price and weights can be obtained at www. rvvaluesonline. com • Trailers 3001 lbs (GVW) and greater, model year 1998 and newer, require title or certificate of origin • Trailers 3001 lbs (GVW) and greater, model year 1997 and older require bill of sale and VIN verification (Form 19 A), copy of NH registration or copy of title. 47

Homemade Trailers (TRAI) • Homemade trailers 3001 lbs and greater need: – Highway inspection – Statement of Construction Form – Form 19 A • NH Inspections done at Salvage & Overweight Certification locations • After inspection, Officer issues NH VIN for $30. 00 and gives customer form DSMV 547 48

Trailers • Home made trailers & manufactured trailers 3000 lbs and less, with no VIN, need a TDMV 19 A form stating VIN is missing • NHTR VIN is then issued by Town Clerk or Substation • Use weight chart for state fees • Make is HMDE 49

Motor Homes • Issue 2 PASS plates (IPASS and ICPAS are) • Body style-MTRHM • Inspections done yearly by July 1 • Make is based on manufacturer of chassis or ‘truck’ part • Model is based on manufacturer of ‘home’ part 50

Motor Homes • As of January 2009 the Recreational Vehicle Blue Book will no longer be printed. • List price and weights can be obtained at www. rvvaluesonline. com or call 1 -800 -964 -4617 to sign up for fee of $49. 00 • The price is $49. 00 for NH Town Clerks (Make sure to mention you are a NH Town Clerk) 51

Motor Homes • Titles needed for 1998 and newer • VIN verification 19 A for 1997 and older • New motor homes may have two certificate of origins; one for the truck part and one for home part. Send both in. • Use newer CO for model year on title and registration 52

Antique Vehicle RSA 259: 4 • Vehicle must be 25 years old – In its 26 th year – In 2012, 1986 and older qualify • Town fee based on list price • State fee is $. 50 per month for cars and trucks, $. 20 per month for trailers and motorcycles (plus $1. 00 for motorcycle safety fund). • ` 53

Antique Motor Vehicles • 2 ANTI plates issued from Concord • IANTI plates may have up to six characters • IANTI plates may be processed by Municipal Agents providing customer is going from an ANTI to IANTI • Antique trailer and antique motorcycle plates are available. • Antique tractor plates do not exist. 54

Antique Titles • Upon request by customer, the following shall be required with a title application TDMV 23 prepared by town clerk • A prior NH or out of state title. • Or if a title doesn’t exist, a prior NH or out of state original registration and VIN Verification Form TDMV 19 a • Or a copy of a NH registration and the TDMV 19 a • If none of the above are available, a notarized TDMV 105 Affidavit of Ownership and TDMV 19 a 55

Farm Tractors RSA 261: 83 • 1 TRAC plate • Antique tractor plates and vanity tractor plates do not exist • State fees are $. 15 per month • Farm tractors are not titled 56

Farm Tractors RSA 261: 83 • Town fees are the minimum local fees • The farm tractor must be used exclusively for agricultural purposes • If farm tractor is used for hire it is considered construction equipment • Lawn mowers cannot be registered to travel on the road if they do not have stoplights, turn signals, etc. 57

Agricultural Vehicles RSA 261: 82 • Town fees are the minimum $5. 00 plus town clerk and MA fees • To be eligible for AGRI plates the vehicle must be used solely for agricultural and farming purposes and may only travel within a 20 mile radius of the farm. • Town shall have applicant sign affidavit stating they fully understand the limitations concerning the use of the vehicle. 58

Agricultural Vehicles • 2 AGRI plates substations and some MA locations • State fee is $. 30 per month • Vehicles registered with AGRI plates need to be inspected annually but the inspection requirements are limited 59

Requesting Refunds • Refunds take 12 -16 weeks to be processed • The registrant must send the above with a letter explaining why they are requesting a refund to the following address: Department of Safety Division of Motor Vehicles Bureau of Registrations- Refund Desk 23 Hazen Drive Concord, NH 03305 60

Large Trucks 61

Large Trucks • PASS plates for trucks up to 26, 000 lbs. • COMM plates for trucks over 26, 000 lbs. – Commercial plates are available at substations. • APRO plates are for trucks that travel in other states and engage in interstate operations – All APRO State work is processed in Concord or Twin Mt. DMV substation 62

Large Trucks • Large Trucks include F 450, F 600, Dump Trucks, Logging Trucks, Peterbilt’s, Kenworth’s, etc. • Heavy Trucks are those with 3 or more axles. • Light Trucks no more than 2 axles. • Tractor-trailer is truck-tractor and semitrailer • See definitions chart 63

Large Trucks • List price is found in the Truck Blue Book which is divided into three categories – Heavy Duty, Medium Duty, and Light Duty • Begin with make and model • Portion of VIN is listed with model • If necessary, ask customer for assistance finding correct model • Suggested Factory Price is used for list price of truck tractor 64

Large Trucks • Weight is based on the number of axles of truck-tractor or truck tractor and semi trailer combined (weight + what it carries) • State has limits on amount of weight Town can put on registration. To be safe use GVW in blue book. • Customer usually gets overweight certification to add/change the weight on registration 65 • Overweight locations in binder

Large Trucks • Maximum weight allowed without overweight certification • 2 axle truck-33, 400 lbs • 3 axle truck-55, 000 lbs • 4 axle truck-60, 000 lbs • 5 or more axle truck-tractor-80, 000 lbs • Town clerk cannot put more than 80, 000 lbs on a registration • MAAP will give error of ‘Gross Weight is greater than axles allowed’. 66

Large Trucks • Trucks 18, 001 lbs and greater with 3 axles need to be titled regardless of year • Trucks 18, 001 lbs and greater with 2 axles are only titled for 15 years • Example: – Two axle truck-33, 400 lbs-titled for 15 years – Three axle truck-55, 000 lbs-always titled regardless of model year 67

Large Trucks • Dump Trucks • Look up list price of truck tractor • Add on for dump body list price – Look up in truck body blue book or ask customer • Always add chassis and cab list price to truck body list price 68

Semi Trailers • Semi trailers have separate registration from truck tractor • Town fee is based on list price • Body Style is SEMIT • Leave weight blank on registration when doing new • No plates or decals may be issued 69

Semi Trailers • Must be done at any DMV substation or Concord • Each truck-tractor registered with the State is allowed one semi trailer at no cost at the State level. • A customer with one truck-tractor and 3 semi trailers will be charged for 2 semi trailers. 70

Questions • True or False. A 1973 Truck with 3 axles weighing over 18, 001 lbs is exempt from title requirements. • How much weight is the town allowed to put on a 3 -axle Log Truck registration? • Mr. Jones owns one truck-tractor and three semi-trailers. How many semitrailers does he pay for at the town and state level? 71

Construction Equipment RSA 259: 42 • Construction Equipment receive (1) CONEQ plate. • New construction equipment transactions are processed at Concord or MV substations. • Municipal Agents may do renewals. • Construction equipment is not titled • See handout 72

Construction Equipment • The following types of construction equipment should have a body style of CONET and plate type CONEQ: • Generator, Compressor, Cement Mixer, Saw Rig, Log Splitter, Grader, Loader, Excavator, Backhoe, Wood Chipper, Construction Wagon, and Message Board 73

Construction Equipment • Town fee is prorated and based on the weight chart below. Contact dealer or ask customer for weight 0 7, 501 15, 001 50, 001 80, 001 to to to 7, 500 lbs 15, 000 lbs 50, 000 lbs 80, 000 lbs 999, 000 lbs $25. 00 $50. 00 $100. 00 $200. 00 $300. 00 74

Construction Equipment • The following types of construction equipment have body style and plate type CONEQ: • Bulldozers, rollers, scrapers, spreaders, pavers, mixers, retreading machines, power shovels, rooters, scarifiers, etc. • These types do not travel on the road • Town and State fee will be $25. 00 per year, prorated based on length of 75 registration