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Page | 1 Municipality of Grey Highlands Policy
Municipality of Grey Highlands Policy
Policy Name: Private Road Grant Policy
Policy Number: A09-F-06
Department: Finance
Authority: Council
Effective Date: 2017-03-08
Supersedes: N/A
Last Modified: 2017-02-17
1 Purpose
This Policy describes the Municipality of Grey Highlands Private Road Grant
criteria and procedures for applying for and receiving a Private Road Grant
("Grant").
2 Scope
This Policy applies to all private roads located within the Municipality of Grey
Highlands except such private roads which comprise the common elements
in any plan of condominium.
3 Policy
Grant applications are subject to the following provisions.
3.1 General Provisions
3.1.1 The private road must be maintained by an Association. Such
Association shall comprise the owners of property that benefit from a
registered right of way over the lands occupied by the private road.
The membership of such Association shall represent at least two-thirds
(2/3) of the property owners who benefit from such right of way.
3.1.2 Applications for a Private Road Grant must be submitted and signed by
the authorized representative of the Association.
3.1.3 The Grant shall be an annual grant for the past year's eligible cost
which "past year" is the period from October 1st, the year prior to the
current year through to September 30th of the (current) year in which
the application is submitted.
Page | 2 Municipality of Grey Highlands Policy
Grant applications must be received by September 30th. Grants will
be available to reimburse the Association to assist with the eligible
costs of road maintenance and will be paid in one lump sum.
3.1.4 Eligible costs for road maintenance may include snow plowing, road
grading, tree removal and trimming, noxious weed control, gravel,
dust control, roadside grass cutting, road drainage including ditches
and catch basins, road reconstruction and road surfacing.
3.1.5 If a private road is being maintained by the Municipality through
agreement or under authority of a municipal by-law, or if a private
road is assumed by the Municipality by by-law, costs incurred by an
Association following the date of passage of the by-law are not eligible
for reimbursement.
3.1.6 The Association will be solely responsible to oversee the
administration and supervision of annual work programs and related
budget. The Municipality will have no responsibility, obligation or
exercise any degree of operational control with respect to
maintenance of the affected roads.
3.1.7 Grants will be calculated on a per-linear metre basis (one-way) and
the amount of any grant (if any) shall be at the discretion of the
Municipality.
3.1.8 Grants are not guaranteed and may be modified or eliminated at any
time by resolution of Council.
3.1.9 Council may, from time to time, establish further conditions on the
approval of Grants and such conditions may be general or specific to
an application for or award of a Grant.
3.2 Submission Requirements
3.2.1 All applications shall be submitted to the Municipal Treasurer who shall
have the responsibility of determining grant eligibility. No Grant shall
be awarded unless the following criteria have been satisfied:
a. A complete Application for Grant has been received by the required
date (September 30th each calendar year);
b. A complete request form to terminate existing private road
maintenance agreement, if applicable, has been received;
c. The Association provides documentation satisfactory to the
Municipality confirming compliance with section 3.1.1 of this policy;
Page | 3 Municipality of Grey Highlands Policy
d. Documentation satisfactory to the Municipality which confirms the
payment of eligible costs which may include copies of invoices
and/or proof of payment.
3.3 Processing Procedure
3.3.1 Applications must be received by the required date (September 30th
each calendar year).
3.3.2. Late submissions will not be considered. In the case of a first
application, Municipal staff will confirm the length of the road eligible
for cost reimbursement through the use of GIS (geographic
information system). The Municipal determination of the length shall
be final.
3.3.3 Each Association's annual eligible allocation will be recorded. The
eligible costs incurred by the Association shall not exceed the eligible
allocation in each year. Unused funds shall not be carried forward and
will not be reserved for future use.
3.3.4 Changes to the application form may occur from time to time.
3.4 Grandparenting Existing Agreements
3.4.1 Any existing private road maintenance agreement that was approved
by by-law remains in full force and effect.
3.4.2 If a party to such existing private road maintenance agreement wishes
to terminate that agreement to be eligible to apply for the Grant, they
must submit a request form to Council. Upon the termination of such
agreement, the party shall be required to execute such documentation
as required by the Municipality to give effect to such termination.
Page | 4 Municipality of Grey Highlands Policy
4 Definitions
Association: A formal group, the membership of which is limited to owners of
property who benefit from a right of way over the land upon which the
private road is located.
Council: The Council for the Corporation of the Municipality of Grey
Highlands.
Director of Transportation and Environmental Services: The Director of
Transportation and Environmental Services Department of the
Corporation of the Municipality of Grey Highlands or any successor to
that position and in that person's absence includes the acting Director
of Transportation and Environmental Services.
Municipality: The Corporation of the Municipality of Grey Highlands.
Owners: With respect to a property, the person appearing to be its owner by
the last returned assessment roll as most recently revised in the
absence of evidence to the contrary.
Private Road: Any road that is not a public highway as defined in the
Municipal Act, 2001, and which private road exists by virtue of the
existence of a right of way benefiting more than one legally conveyable
parcel of land.
Private Road Grant or Grant: Shall mean a grant of financial assistance by
the Municipality pursuant to section 107 of the Municipal Act, 2001 as
amended, for the purpose of assisting the owners of land, which land is
only accessible by private roads, with the cost of maintaining such
private road.
Staff: Any employee of the Municipality of Grey Highlands.
Treasurer: The Treasurer of the Corporation of the Municipality of Grey
Highlands or any successor to that position and in that person's absence
includes the acting or Deputy Treasurer.
References and Related Documents
Application for Private Road Grant - Attached as Schedule 'A'
Private Road Maintenance Agreement Termination Request Form - Attached
as Schedule 'B'
Page | 5 Municipality of Grey Highlands Policy
Schedule 'A'
Application for Private Road Grant
Part 1 - Private Road Information
Road Name(s)
Association Name
# of Members in Association
President's Name
Secretary's Name
Treasurer's Name
Mailing Address of
Association
__________________________________
__________________________________
__________________________________
__________________________________
__________________________________
__________________________________
__________________________________
__________________________________
Part 2 - Applicant Information
Applicant Name
Applicant Email
Applicant Phone
__________________________________
__________________________________
__________________________________
Part 3 - Checklist
A complete request form to terminate existing private road
maintenance agreement, if applicable
Documentation of two-thirds (2/3) of property owner membership in
Association
Copies of invoices for road maintenance expenditure within the
eligibility period (October 1st of the previous year and September 30th of the current year)
Proof of paid invoices (i.e. copy of bank account statement with payment identified)
Page | 6 Municipality of Grey Highlands Policy
Part 4 - Authorization
I certify that the information provided in this application is true, correct and
complete to the best of my knowledge and that the Municipality may verify
any and all information pertaining to this application.
I certify that I have read the private road grant policy and that the road
association meets the conditions for eligibility.
I agree to notify the Municipality of Grey Highlands of any changes that may
affect eligibility for the Private Road Grant.
I acknowledge that the application for the Private Road Grant Program must
be made on an annual basis.
Signature of Applicant _____________________________________
Date of Application ________________________________________
Part 5 - Office Use Only
Received By: __________________________________________________
Received Date: ________________________________________________
Road Name(s): ________________________________________________
Length of Road (m): ____________________________________________
Eligible Grant Amount: __________________________________________
Amount Submitted for Reimbursement: _____________________________
Eligible Amount Approved for Payment: _____________________________
Date Payment Processed: ________________________________________
Page | 7 Municipality of Grey Highlands Policy
Schedule 'B'
Private Road Maintenance Agreement Termination Request Form
To be filled out by Owner of property (please print)
Owner / Association Name: _______________________________________
Address: _____________________________________________________
Postal Code: ________________ Phone: ____________________________
Email Address: ________________________________________________
Application is hereby made to terminate the private road maintenance
agreement between the Corporation of the Municipality of Grey Highlands
and _________________________________________________________
authorized under By-law number __________________________________
By signing below, I understand that my request to terminate the agreement
must be approved by Council and supported through by-law. I acknowledge
that termination of the private road maintenance agreement will cease all
maintenance activities by the Municipality of Grey Highlands on the private
lands as outlined in the agreement.
____________________________ ____________________________
Owner Signature
Date