HomeMy Public PortalAbout22-028 - Private Road Grant (Capital Stream) and Standard By-lawTHE CORPORATION OF THE TOWNSHIP OF LEEDS AND THE
THOUSAND ISLANDS
BY-LAW NO. 22-028
BEING A BY-LAW TO ESTABLISH THE PRIVATE ROAD GRANT (CAPITAL
STREAM) AND STANDARD.
WHEREAS The Council of the Corporation of the Township of Leeds and the Thousand
Islands deems it expedient to establish policies;
AND WHEREAS Section 5(3) of the Municipal Act, 2001, S.O. 2001, c. 25, as amended,
provides that a municipal power, including a municipality's capacity rights, powers and
privileges under Section 9, shall be exercised by By-law;
NOW THEREFORE The Council of the Corporation of the Township of Leeds and the
Thousand Islands hereby enacts as follows:
1. THAT the Private Road Grant (Capital Stream) and Standard identified as Schedule
"A" attached hereto and forming part of this By -Law be hereby approved and
adopted;
2. AND THAT this By-law shall be known and may be cited as the "Private Road Grant
(Capital Stream) and Standard";
3. AND THAT this By-law shall come into force and take effect on January 1st, 2023;
4. AND THAT any By-law or Resolution passed prior to this by-law which are in
contravention of any terms of this by-law are hereby rescinded.
READ A FIRST AND SECOND TIME THIS 13th DAY OF JUNE, 2022.
READ A THIRD TIME AND FINALLY PASSED THIS 13th DAY OF JUNE, 2022.
The Corporation of the Township of Leeds and the Thousand Islands
Corinna Smith-Gatcke, Mayor
' Megan Shannon, Clerk
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Private Road Grant Policy (Capital Stream)
1.0 Purpose
To establish a grant program to assist eligible private road associations within
the Township with capital improvement costs for eligible private roads.
2.0 Scope
This policy applies to all private roads located within the Township of Leeds
and the Thousand Islands, except any private roads which comprise the
common elements in any plan of condominium.
3.0 Definitions
"Capital Improvements” means work to meet or maintain the
minimum standards of the Private Road Standard Cross Section
Specifications and includes, but is not limited to, gravel resurfacing, rock
removal, culvert installation, brushing, turn around construction, and
ditching but does not include the acquisition of land.
“Council” means the Council of the Corporation of the Township of
Leeds and the Thousand Islands.
“General Maintenance” means work of a routine nature for the
purpose of maintaining the upkeep of a Private Road including, but not
limited to, plowing, sanding or grading.
“Private Road” means any road contained within the geographic
boundaries of the Township that is not municipally owned and maintained
and that has at least two (2) different households on it.
“Private Road Association” means an association of property owners
who own land located on a Private Road which meet at least once per
year. Association membership must represent at least two thirds (2/3)
of the property owners dependent on that private road for access to
their property.
“Private Road Standard Cross Section Specifications” means the set of
standards listed in Appendix A as may be updated, amended, or replaced
from time to time.
“Township” means the Corporation of the Township of Leeds and the
Thousand Islands.
4.0 Policy
This Policy establishes a Capital grant program to assist with the improvement
of Private Roads within the Township.
Subject to approved funding, the Township will, on a yearly basis, receive
for consideration applications from Private Road Associations for projects
related to the upgrading of existing Private Roads.
The total amount of funding available within a calendar year is subject to
approval by Council as part of the annual operating budget. The Township
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does not guarantee a minimum or any level of funding will be available from
year to year.
Allocations to applicants will be based on a pre-determined set of criteria
(need, number of residents served, availability of funding,
significance of improvement) as further described below.
A Private Road Association that has been awarded funding in a previous year
does not guarantee funding in subsequent years. Funding assistance is not
retroactive and applies only for work completed within the same calendar
year as the application is received.
5.0 Requirements
To be considered for funding, the following requirements must be met:
(a) The applicant must be a Private Road Association.
(b) The Private Road must provide access to a minimum of two (2)
residences/households and the property owners must have formed a
Private Road Association representing at least two thirds (2/3) of the
residents who are dependent on the Private Road for access to their
respective properties.
(c) The applicant must provide proof that it holds Annual General
Meetings and appoints officers, including a president, secretary, and
treasurer. There must be at least two people (from different
households/residences) who serve as officers.
(d) The applicant must provide proof that it has an active bank account
in its name.
(e) The application must relate to the Private Road for which the Private
Road Association was formed.
(f) For Capital Improvement projects, the work shall strive to meet the
standards listed in the Private Road Standard Cross Section
Specifications. Any exceptions to this are subject to the approval by
the Director of Operations and Infrastructure.
(g) The following supporting documentation is required to be submitted:
• A copy of the Private Road Association's most recent bank
statements
• A copy of all meeting minutes from the previous year
• A complete, balanced, and approved budget for the year
of application which includes estimated revenue from the
Township grant
• A summary of work (with receipts) completed in the previous
year that was funded by a Township grant
• A complete Statement of Anticipated Revenue and
Expenditures for the current year.
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6.0 Grant Process
6.1 Subject to Council approval of funding for Private Road Grants, each
spring the Township will publicly announce the application process
and associated deadline for applications.
6.2 Application forms must be completed and submitted online together
with all supporting documentation by the deadline. The Township
may extend the application deadline in its sole discretion.
Application forms can be obtained via the Township’s website at:
Private Road Grant Policy and Application
6.3 Only one application per Private Road Association will be considered
annually.
6.4 As part of the evaluation process, the Township may attend the private
road and conduct an inspection to confirm existing conditions.
6.5 Applications will be evaluated according to the following criteria:
• Compliance with the requirements of Article 5
• Significance of the proposed improvements
• Number of residents impacted by the proposed improvement
• Ability to support or improve access for emergency vehicles
• Adherence to the Private Road Standard Cross Section Specifications
• Availability of funding
6.6 Late submissions will not be considered.
6.7 Funding for Capital Improvement projects shall be limited to a
maximum of 50% of the total eligible costs, to a maximum grant of
$5,000 per application.
6.8 Priority will be given in respect of private roads that have not
previously been provided funding. However, previously approved
projects/Private Road Associations may reapply and be approved for
further funding if there is evidence that there is a need for further
upgrade to the subject Private Road.
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7.0 Evaluation and Claims
7.1 The applicant has provided valid documentation satisfactory to the
Township which confirms the payment of approved eligible costs
which includes itemized invoices and/or proof of payment.
NOTE: ONLY WORK IDENTIFIED IN THE APPLICATION WILL
BE CONSIDERED FOR GRANT FUNDING.
All receipts and invoices must be submitted by the first Friday in
November. A consolidated invoice will not be accepted.
7.2 Private Roads must be inspected by the Township upon completion
of work. An inspection appointment may be booked through our
website Private Road Inspection.
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Appendix A:
Private Road Standard Cross Section Specifications
The following dimensions should be adhered to when conducting private road or
lane upgrades.
It is acknowledged that there are existing private roads that do not and will not
be able to achieve this standard. For Capital Improvement projects, the work
shall strive to meet the standards listed below. Any exceptions to this are subject
to the approval by the Director of Operations and Infrastructure.
Should you have additional questions about these guidelines, please contact the
Operations department at 613-659-2415 Ext 208.
Private Road Standard
Right of Way Width 10.0 m (33 ft)
Height of Clearing 5.0 m (16 ft)
Width of Clearing 6.0 m (20 ft)
Surface Width 6.0 m (20 ft)
Surface Material Crushed Stone
Depth of Material, Minimum (100 mm) 4” of Granular A
(150 mm) 6” of Granular B
Crown, Minimum 1%
Turn Around (minimum) 1 Turn Around at end of each lane*
Additional Turn Around(s)
Over 500 m (1,640 ft) in length
requires one turn around per 500m
(1,640 ft) thereafter.
Cross Culvert, Minimum 300 mm (12 in)
Culvert Material CSP/HDPE
Maximum Grade 12% (1 in 8)
Ditches, Minimum Depth from
Crown to Bottom of Ditch 0.3 m (1 ft)
*NOTES:
Turn Around - Includes Cul-de-sac and/or existing entrances constructed to
suitable entrance standard for emergency vehicles.
Environmental Permits - It is the responsibility of the Association to assess the
need for, and securement of environmental approvals, prior to commencement of
construction.
Roadside Protection - Required for side slopes greater than 3:1 and depths of fill
greater than 3 m (MTO Roadside Safety Manual)
Definitions
• CSP: Corrugated Steel Pipe
• HDPE: High Density Polyethylene (Double Wall)