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*2021 OFFICE CONSOLIDATION*
May 3, 2021 (Res #51-2021) Amend Schedules 'A' & 'B'
Schedule A
Treasury Department
Policy Name: Private Road Grant Policy
Developed By: Cynthia Laprade, Treasurer
Date: April 21, 2021
Reviewed By: Council Res #51-2021
Date: May 3, 2021
Approved By: Current By-Law #2018-56
Date: November 26, 2018
Policy Statement and Rational:
To establish the process and criteria for the awarding of Private Road Grants which are
to be used to help offset costs for capital improvements and maintenance of private
roads with the Township of Rideau Lakes.
Scope:
All private roads in the Township of Rideau Lakes.
Definitions:
Administrative Costs: Overhead costs of the association, e.g., insurance, office
supplies, salaries, if any and similar types of costs. Expenses not directly related to
road improvement or maintenance.
Application Due Date: March 15th
By-Law Breach: Includes, but is not limited to, incorrect or misleading information on
the application, use of the funds by the association in a manner inconsistent with this
policy; knowingly issuing a false attestation on the application.
Capital Improvements: Expenditures made on the private road to improve the road,
where the improvement lasts longer than one year, e.g., surface treatments, gravel,
grading and culvert replacement.
Executive of Association: President, Secretary, Treasurer
Private Road: Private roads are those rights-of-way which provide access to two or
more properties, but which have not been assumed by the Township for maintenance
purposes.
Road Maintenance: Snow plowing, ditching, hard-top maintenance, roadside
maintenance, loose-top maintenance, etc. Costs directly for the maintenance of the
road.
Policy, Procedure, and Implementation:
1. Responsibilities:
a. Municipal Council
Municipal Council shall:
i.
Approve the amount of funds available each year for Private Road Grants
during budget deliberation;
ii.
Review all suspected breaches of By-Law to determine if breach and set
penalty in accordance with Policy;
iii.
Approve the Road Grant Policy, By-Law and any future revisions.
b. Treasurer
The Treasurer shall:
i.
Receive all applications before March 15th of the year in which the payments
are to be made;
ii. Determine if all documentation required has been received;
iii. Bring any suspected breaches of By-Law to Council for determination of
breach and penalty;
iv. Determine eligibility for a road grant based on this policy;
v. Confirm the number of kilometers for each application received;
vi. Determine the amount to be paid to each applicant;
vii. Issue payments to each eligible applicant prior to May 31st.
2. Eligibility for Application:
a. An association which represents two thirds of all properties that use a private
road(s);
b. An association can represent multiple distinct roads as long as all eligibility
factors are met;
c. The association must hold at least an Annual General Meeting; appoint executive
officers; including a President, Secretary and Treasurer. These positions must be
held by at least two people from different households. Positions can be
combined, e.g. the Secretary role can be combined with one of the other
executive roles.
d. A bank account must be held for the exclusive use of the road association and
must have two signing authorities, e.g. President and Treasurer. The two signing
authorities must be two different people from different households.
e. Minutes for all association meetings must be taken and stored appropriately;
f. The kilometers of road should be provided, however Township staff are ultimately
responsible for determining the private road length for grant purposes
g. Completed applications should be addressed to the Treasurer and must be
received by March 15th of each year. Applications received after this date will
not be processed. No application will be considered for previous year(s)
h. Grants are dependent upon their inclusion in, and Council acceptance of the
annual Township budget and payment will normally be made in May.
3. Applications:
A completed application form must be provided. See Schedule B to this policy.
4. Eligible and Ineligible Expenses:
All procurement shall ensure best value for each dollar spent.
Eligible Expenses:
a. Capital Improvements
b. Road Maintenance
Ineligible Expenses:
a. Administrative costs of association;
b. Any cost not directly associated with the maintenance or improvement of the
private road.
5. Penalty for Breach of By-Law
a. All sanctions are determined by Council;
b. Minor or first-time breach - association may be excluded from receiving funds in
the following year of the breach and executive cannot be the same in the next
application year following breach if an application for funds is made;
c. Serious breach and/or multiple breaches - may result in parties or roads being
completely excluded from any future Private Road Grant process.
Private Road Grant Application:
Requirements and Guidelines
PLEASE COMPLETE THE FOLLOWING INFORMATION:
1. Name of Private Road Association: _____________________________________
2. Year of Application: ____________________
3. Is this the first year to request a Private Road Grant? (Yes/No) __________ If yes,
please include all documentation requested in item number 22 below.
4. Road Association Representative Name/Phone#/email address:
_______________________________________________________________________
_______________________________________________________________________
5. Mailing Address for Road Grant Payments:
_______________________________________________________________________
6. Number of Kilometers of Private Road(s): ________________________
7. Name of Road(s): (list all roads included and kms per road)
_______________________________________________________________________
_______________________________________________________________________
8. Number of properties on road(s): _________________________________________
9. Number of properties represented with members on association: ____________________
A member of the Executive is required to attest to the following:
10. A current bank account is held specifically for use by the association: Initials: _________
11. The name of Financial Institution? ____________________________________________
12. There are two signing authorities on the bank account: Initials: ___________
13. All payments made from the bank account, or funds removed from account have been
agreed to by the association and are solely for the use of maintenance, repairs, or capital
work on the road: Initials: ___________
14. 1Association meetings were held during the year: Initials: ___________
1 Indicate N/A if Council waives this requirement for unusual circumstances, e.g., pandemic
It is important to read the Private Road Grant Policy before completing and submitting your
Private Road Grant Application to the Township. Applications that do not contain all the required
documentation, as detailed below, will be considered incomplete and ineligible to receive a
Private Road Grant.
15. Minutes were taken and are on file and available for viewing: Initials: ___________
16. There is a current list of a members of the association: Initials: ___________
17. All procurement was done to ensure best value for dollar spent: Initials: ___________
18. If the previous years road grant has not been spent, provide proof that funds are still in the
bank account by providing a copy of the December 31st bank statement, or Road
Association Representative to attest to the fact the funds are still in the bank account:
Initials: ___________ And:
19. Identify what the unspent road grant funds are being held for:
_______________________________________________________________________
_______________________________________________________________________
20. Copies of receipts for expenses incurred in the prior year for an amount equal to or
greater than the amount of the grant received are attached to this application:
(Yes/No) _______ (Copies of receipts must be attached to application)
Name & Position of Person Making Attestations:
____________________________________________
Signature:
Date:
__________________________________________
____________________
21. Identify the proposed use of the road grant requested:
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
22. If this is the first year for a Road association the following items must be included with the
application: Copy of bank statement dated December 31 or if account only recently
opened, copy most recent statement; List of all members of the association, including
civic addresses and positions; a copy of the minutes creating the association or other
appropriate establishing documentation such as constitution by-law, etc.
22. Executive of Association:
________________________
______________________
_______________
President Name - Print
President Signature
Date
________________________
_______________________
_______________
Treasurer Name - Print
Treasurer Signature
Date
________________________
_______________________
_______________
Secretary Name - Print
Secretary Signature
Date