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Streets Improvement Program Administrative Procedures Manual

STREETS IMPROVEMENT PROGRAM - SIP 2002

Grant Procedures Manual

Index

  • . Streets Improvement Program (1997)">Objective

  • .2 Time Frame">Time Frame

  • .3 Project Eligibility Criteria">Project Eligibility Criteria

  • .4 Funding Availability">Funding Availability

  • .5 Procedures">Procedures

  • .6 Exclusions">Exclusions

  • .7 Credit items">Credit items

  • .8 Revisions">Revisions



Streets Improvement Program (2002)

Objective

This program is designed to provide financial assistance to Alberta towns, villages, summer villages, and eligible hamlets to assist with the construction of transportation related projects.

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Time Frame

This is an on-going initiative implemented on April 1, 2002.  This program replaces the previous '97 SIP which was in place from April 1, 1997 to March 31, 2002.

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Project Eligibility Criteria

The program allows municipalities the flexibility to select their projects within general guidelines.  Eligible expenditures on approved projects are eligible for 75 percent provincial funding for all eligible construction and engineering costs.

Capital works that qualify for assistance are:

  • Road/street grading and gravelling
  • Base course pavement construction
  • Final paving
  • Approved dust control methods
  • Sidewalk, curb and gutter
  • Roadway storm sewer and drainage systems
  • Bridge and culvert development
  • Street illumination projects
  • Traffic control devices
  • Signage (regulatory, guidance and direction)
  • Rights-of-way acquisition
  • Engineering costs
  • Relocation and adjustment of associated utilities
  • Effective April 1, 2000, the reconstruction and/or replacement of existing municipal water distribution and sewage collection pipes, within the roadway, in conjunction with the reconstruction of streets
  • Acquisition of accessible public transportation vehicles
  • Accessible/Specialized Transportation Review Studies                     
  • Feasibility Studies for new public transit system                               
  • Safety related / enhancement projects:

    - traffic control devices and pedestrian signals
    - emergency bay construction on roadways (may include emergency telephones)
    - construction of pedestrian overpasses, protection areas and other improvements
    - traffic control devices and channelizing barriers
    - bicycle route development in hazardous areas
    - illumination improvements
    - installation of safety fences and barriers
    - warning sign and other pedestrian safety installations
    - improvements to existing railway crossings
    - other projects as approved by the department.

All construction and related services are to be obtained from the private sector.

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Funding Availability

Towns, Villages, Summer Villages

Towns, villages, and summer villages with populations of 300 or more are eligible for an annual grant allocation of $60 per capita, based on their official population (as reported by Alberta Municipal Affairs) for the previous year (i.e. the 2002 grant is based on the 2001 official population).

For towns, villages, and summer villages having population less than 300, the grant will include a "base grant" of $8,000 plus $33.33/capita.

Eligible Hamlets

For hamlets within rural municipalities, the annual grant is based on the total aggregated population of all eligible hamlets within the municipality.  The municipality will be eligible for $60 per capita; however, if the total aggregated population is less than 300, the allocation is calculated using the equation [$8,000 + $33.33/capita].  The rural municipality is permitted to use or assign the grant funds to any eligible project within any of their eligible hamlets.

Note:  In order for a hamlet to be eligible for grant funding under this program, it must meet the following criteria:

  1. Be a designated hamlet as defined by Municipal Affairs, and consist of a group of 10 or more occupied dwellings, a majority of which are on titled parcels of less than 1,850 square metres, with a defined boundary, a distinct name, and the existence of provision for non-residential uses.

or

  1. Be on the official list of eligible hamlets for the Streets Improvement Program, as determined by Alberta Transportation (these are generally urbanized communities that have been previously deemed to be eligible for grant funding).

Eligible hamlets are not intended to include country residential subdivisions, condominium associations, or private developments, as this program is intended to support the construction of lasting public street and transportation improvements within urbanized communities.

Counties, municipal districts, Metis Settlements, and the Special Areas are responsible for making applications on behalf of eligible hamlets.

Rural municipalities should inquire whether a specific hamlet is included on the official list of eligible hamlets prior to project implementation.

Rural municipalities may apply to the Department to include communities on the official list of eligible hamlets by forwarding a plan showing parcel size, land use designations, population and community boundary.

Population Information

The grant eligibility to towns, villages, and summer villages will be based on the official population (as reported by Alberta Municipal Affairs) of the municipality for the previous year.

Rural municipalities are responsible for advising Alberta Transportation of any population changes in its eligible hamlets.  Population figures must be compiled in accordance with the Determination of Population Regulation 63/2001 under RSA 2000, Municipal Government Act, Chapter M-26, section 60(a).   Revised population figures should be forwarded to Alberta Transportation by September 30 for use the following year.

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Procedures

Municipalities seeking funding should apply to the Regional Director in their area.

The municipality shall provide to Alberta Transportation a listing of proposed work (application) for the upcoming and/or future years, for review and acceptance by the Regional Director.  The listing may be in the form of a letter outlining the proposed program, and should generally be forwarded on or before April 1 of the current year and should include the following:

  • A description of the work and a proposed construction schedule.
  • Detailed cost estimates and proposed funding sources.
  • Copy of a location plan.

All projects must show that the levels of engineering, planning, design and construction supervision will ensure that appropriate standards are maintained.

The municipality shall undertake construction of the project(s) on a contract basis and must publicly advertise for tenders.  If the municipality feels that there are exceptional circumstances where the low bid is unacceptable, the municipality must submit a written report requesting approval to award to other than the low bidder.  The report must clearly substantiate the reasons for the recommendation and provide details of all tenders received.  The municipality will await the decision of the Department prior to proceeding.  Authorization to undertake a specific project on an invitational tender or day-labour basis must be obtained from the department prior to proceeding with the project.

The municipality shall provide to Alberta Transportation a Statement of Funding and Expenditures for the year (ending December 31).  A typical statement is attached as Exhibit 1.  The statement should be certified by an appropriate municipal official (such as the Chief Administrative Officer, Municipal Manager or Administrator) and should be forwarded to the Regional Director on or before March 31 of each year.

Following the approval of the Department’s annual budget for the Streets Improvement Program, and following acceptance of the municipality’s outline of proposed work for the new grant funds and previous year’s statement, the municipality’s grant allocation for the current year will be forwarded to the municipality.

All projects must show that the level of engineering planning, design and construction supervision will ensure that appropriate standards are maintained.  The level of engineering involvement will vary with the complexity of the project.

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Exclusions

The following are NOT ELIGIBLE for funding:

  1. Municipal labour and equipment.  All construction and related services are to be obtained from the private sector.
  2. Administration costs (i.e. all municipal employee salaries or council member salaries, office administration costs, etc.).
  3. Goods and Services Tax.
  4. Maintenance projects.

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Credit Items

Investment Revenue

Funds received from the Department, or received from the Alberta Municipal Finance Corporation with respect to the project, in excess of current expenditures must be invested in a separate account.

Project revenue earned through the investment of these funds shall be deducted from project costs before the grant calculation is made. Municipalities requiring more information on interest policy should contact the Department.

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Revisions

The municipality must notify the Department of any changes to the project cost or scope as soon as possible.

The Department will review the situation and may approve funding and scope changes depending upon the circumstances of each case within the limits of eligibility.

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