Agenda Halifax Regional Trails Association Board of Directors Meeting Mon, June 9, 2014 6:00PM, Findlay Community Centre, 26 Eliot St. Dartmouth MAP 4:30pm Meet @ Penhorn Beach (Penhorn Drive, Dartmouth) for walk around. 5:30 Light meal, networking @ Findlay Centre Host: PLATA 1. Call to order / introductions 2. Welcoming remarks from host 3. Approval of agenda 4. Approval of previous minutes Reports and old business 5. Financial report 6. Capital Funding Committee report 7. Maintenance Funding Committee report 8. Active Transportation report 9. Events Committee report 10. NS Trails report 11. Staff Report 11.1. Capital Agreement ready for signature? 11.2. Halifax Budget Pages for 14/15 Capital 11.3. AT Greenway priorities per the AT Plan 11.4. Partnership between community groups and Halifax 11.5. Two new HRM TCT Charters: Musquodoboit Harbour to Porters Lake, Dartmouth Harbourfront Connection 11.6. Maintenance Agreement ready for signing 11.7. Conditions to receive the first maintenance cheques: 11.8. Trail Camp- This event is important. This is the time to plan and set a date 11.9. With a travelling secretary there is importance to have all committee reports written the secretary only needs to record motion 11.10. Counter Project update 11.11. HRM no more- Halifax it is. 12. Executive Committee report 12.1. Presentation at ATAC – see attached 12.2. Electronic motions – see attached 12.3. Correspondence – see attaché 13. GPS for Try Nauffs – Bob Taylor New Business Any other business Information Announcements: Next meeting Aug 11, host CHPTA Adjournment
Transcript
Agenda Halifax Regional Trails Association Board of Directors Meeting
Mon, June 9, 2014 6:00PM, Findlay Community Centre, 26 Eliot St. Dartmouth MAP 4:30pm Meet @ Penhorn Beach (Penhorn Drive, Dartmouth) for walk around.
5:30 Light meal, networking @ Findlay Centre Host: PLATA
1. Call to order / introductions 2. Welcoming remarks from host 3. Approval of agenda 4. Approval of previous minutes
11.1. Capital Agreement ready for signature? 11.2. Halifax Budget Pages for 14/15 Capital 11.3. AT Greenway priorities per the AT Plan 11.4. Partnership between community groups and Halifax 11.5. Two new HRM TCT Charters: Musquodoboit Harbour to Porters Lake, Dartmouth Harbourfront
Connection 11.6. Maintenance Agreement ready for signing 11.7. Conditions to receive the first maintenance cheques: 11.8. Trail Camp- This event is important. This is the time to plan and set a date 11.9. With a travelling secretary there is importance to have all committee reports written the secretary
only needs to record motion 11.10. Counter Project update 11.11. HRM no more- Halifax it is.
12. Executive Committee report 12.1. Presentation at ATAC – see attached 12.2. Electronic motions – see attached 12.3. Correspondence – see attaché
13. GPS for Try Nauffs – Bob Taylor
New Business Any other business Information Announcements: Next meeting Aug 11, host CHPTA Adjournment
May 12, 2014 Host Group: Shore Active Transportation Association Location: Lake&Shore Receriation Centre Porters Lake Minutes prepared by Mary MacDonald Attendees John Hawkins (CMTA) Patricia Richards (SATA) Judy Myatt (SATA) Scottie Penton (HRM Active Living Coordinator) Paul Berry (WRWEO) Dick Evans (MRWA) Karine Renton (HUGA) Paul Euloth HRM,Trails Staff Walter N Regan(SRA ) Stan VanDyke (MTA) John Blumsum (PLWA & Crowbar Lake Trail) Dawn Neil HRM, Trail Staff Catherine Klefenz (BLT ) Holly Woodill (CHPTA) Bob McDonald (HNWTA) Wendy McDonald (HNWTA) Mary MacDonald (SATA & CMTA) Tobbie Dyer (SATA) Shirley Smith (SATA) Jessie DeBaie HRM,Trails Staff Cathy Mc McCarthy (MCNABS) Kim Thompson (The Deanery Project) Warren Ervine (SLRPA) David Hendsbee ( HRM Councillor) Doug MacLeod (AVT) Regrets: Bill Wiggens (SMB); Dolly Williams
Item Discussion and motion
1. Call to Order Meeting called to order @ 6PM
2. Welcoming remarks by host Patricia Richards chair of Shore Active Transportation Association noted that Active Transportation Plan for Porters Lake is now complete
3. Approval of Agenda Items added - The Deanery (15) Mc Nabs (16) Motion by Walter Regan to approve agenda. Seconded by Ctherine Klefenz. Passed
4. Approval of Minutes of Last Meeting omissions #9 - Reports not attached Motion by Walter Regan Seconded by Warren Ervine Passed
5. Guest Presentation Scottie Penton, HRM Active Living Coordinator Spoke on HRM Bike Week events June 6-15 Flagstops on Father's Day Ride - HRM is partnering with Lunenberg County for this ride on June 15th Family circus event at The Deanery June 7th SATA offering three rides Bike bells available to all groups contact Scottie
6. Financial report unavailable - Treasure not present
7. Capital Funding Committee report No report
8. Maintenance Funding Committee report Report provided by Walter Regan and attached to the minutes. - We should invite Dave McClusker to HRTA meeting . - Holly commented that Health and Wellness did not restrict maintenance money to $1000 per group but funded on a rate per km Motion by Walter Regan to accept the report Seconded by Catherine Klefenz Passed
9. Active Transportation report Report provided by Walter Regan and attached to minutes - updates on condition of Chain of Lake Trail can be found at
www.lakesidediversion.com/updates.html -John Hawkins will attend next ATAC meeting on May15th to speak on HRTA Capital Funding -SWITCH will happen again this year but not on Bike Week - Capital Funding for HRTA is $850,000. per year for next 5 years -Walter attended Community Round Table on Transit - Active Transportation was a large component Motion by Walter to accept the report Seconded by Warren Ervine passed
10 Events Committee report no report
11 NS Trails report Verbal report by Holly Woodill - - Youth Engagement Workshop facilitated by Heartwood will happen Sept. 20, location to be announced. Kim Thompson said that the same workshop will be offered at the Deanery in Sheet Harbour May 27th and places are still available. - Trans Canada Trail routing was discussed by Holly, John and Paul
12 Staff Report Report presented by Jessie DeBaie and attached to minutes. - Council meeting on May 20th HRTA Capital Agreement in on agenda - May 21st Meeting planned for HRTA executive Motion to accept report by Walter Regan Seconded by Stan VanDyke -Dick Evans (MRWA) expressed concern about staff procedures on re allocating funds and how groups were notified - there was discussion on Trail Counters
13 Executive Committee report none
14 SATA Trails membership In order to become a member of NS Trails SATA is required to form another group whose focus is only trail construction and maintenance. This new group will be incorporated as SATA Trails Society. Motion by Mary MacDonald (CMTA) for HRTA to fund up to $500. to cover expenses on joining NS Trails. Seconded by Paul Berry Passed
15 The Deanery Project Kim Thompson gave an overview and programs offered at the Deanery. They have 4 km of trail under development. That community group would like to develop a K Road that would then allow for safe cycling of the Clam Harbour Loop without going on the #7 highway
16 Mapping McNabs Cathy McCarty asked the groups opinion whether LIDAR maping of the island should be supplemented with contour lines. The majority thought that LIDAR was good alone
17 Other Business -Canadian Fresh Water Alliance - Tatamagoush Center - May26-27 -HRM no longer tests all lakes in summer only those allocated for public swimming - Environmental Week Clean Up on McNabs June1st -Eastern Shore Forest Watch has a program in place for water testing -NS Trails AGM June21 Catherine Klefenz will attend as John Hawkins is away
18 Next meeting Penhorn Lake Area Trails June 9
20 Motion to adjourn byWarren Ervine Meeting adjourned at 7:40
Attachments: Maintenance Report, Active Transportation Report and HRM Trails Staff Report
JUNE 15, 2014LUNENBURG HALIFAXHUBBARDS
3 Routes. 2 Counties. 1 Day.
June 15, 2014Th
e GRE
EN L
INE
The RED
LIN
ETh
e ORA
NG
E LI
NE
Enjoy one of 3 scenic, guided, group bike rides on the beautiful South Shore.$10adults, $25families, FREE children under 12
All proceeds benefit volunteer trail groups
TRAIL Ride: Lunenburg to HubbardsDepart:Lunenburg 9:00 am Train StationMahone Bay 9:45 Clearland RoadMartins River 10:30 Fire HallChester 12:00 pm Visitor Info CtrEast River 1:00 Trail Parking LotArrive : Hubbards Barn
TRAIL Ride: Lakeside to HubbardsDepart:Lakeside 10:00 am Coke PlantTimberlea 10:30 Bluff Trail Parking
Hubley 11:00 St Margaret’s Bay Trailhead
Tantallon 12:00 Bike & BeanBlack Point 1:15 pm Fire HallArrive : Hubbards Barn
ROAD Ride: Hubbards to Bayswater to HubbardsDepart:Hubbards 10:00am Hubbards BarnYou have three options: 1. Bike the entire Loop; 2. Bike to Bayswater and back; OR3. Ride one-way to Bayswater and take the van back to the Hubbards Barn
Brought to you by:
PRE-REGISTER* by calling 275-3490 or go to www.FlagstopsRides.com
What you need to know:• Rides are guided and supported.• Transportation for you and your bike from the Hubbards Barn back to your
start point is available. Space is limited so book early. Otherwise you are responsible to arrange to get home.
• Children under 12 must be accompanied by an adult.• Parents bring kids, but consider the length and pace (approx 15km/h on trail)
when deciding where to hop on a route.• Bring water bottles. We’ll have water to refill them.
51km
42km
65km
REGISTER TO WIN
COOL PRIZESFOOD & MUSIC @ HUBBARDS BARN
HUBBARDS
BAYSWATER
EAST RIVER
LAKESIDE
TIMBERLEA
TANTALLON
HUBBARDS
LUNENBURG
MAHONEBAY
MARTINSRIVER
CHESTER
EASTRIVER
HUBBARDS
RIDE THE WHOLE ROUTE or HOP ON BOARD AT ONE OF THE ‘FLAGSTOPS’
* For this route only, event day registration will be accepted. $15 adults, $35 families; children under 12 free.
1. As soon as the Council Report decision is made to allow the signature of the Maintenance we will be sending the agreement and chart out to the HRTA Maintenance Committee for review. According to staff there have not been very many significant changes. Once the Maintenance Committee has time to review, the agreement will be sent to all the groups for signature.
2. As usual, please make sure that the agreement is sent out to your groups electronically so they understand the conditions under which the maintenance funding is allocated.
3. At the time of the maintenance committee submissions last fall – two HRTA groups had their funding submissions returned with a request for more information. It was mostly information required from the cover page. Those two groups have been informed by email that this was the last call for that information. Before the first cheques will be released that information is required.
4. For all other groups, please make sure your request for the 1000.00 provincial maintenance funding is in place. Also if your AGM has concluded please make sure that the trails office has a copy of your Directors and Officers as well as a financial statement.
5. Since we are all anxious to move ahead with maintenance this year, please attend to these details so your first cheques are not held up.
Halifax Regional Trails AssociationApril 17, 2014 AT Committee Meeting
1. Porters Lake AT Plan is complete and expected on the AT Committee Agenda in the near future. 2. Similarly the AT Plan review document is scheduled to appear before the AT Committee shortly.3. Bike Lanes will be painted on Hollis Street this summer. Public Consultation will take place in June4. Information on the Chain of Lake Trail and the Lakeside Pumping Station Diversion Public Service announcements are available on the Chain of Lake Trails Page at www.halifax.ca/trails5. John Hawkins was asked to attend the next AT Committee meeting to report on the Council Report results. However, the Regional Trails Council Report will not be on the Council Agenda until after the AT Committee meeting.6. Switch will happen again this summer in Halifax but not during Bike Week.7. The AT Committee that was working on the revised Terms of Reference for the AT Committee were informed by the Clerk’s office that there is no flexibility to change the terms.8. Bike Week this year will take place June 6‐ 15
Hi John
Just got back from attending Community Roundtable on Transit.
1 of 5 meeting.
Also in attendance was Charlie Sharky form Cole Harbour.
About 40 people including 2 MLA’s
Items of interest was:
1) $1 million going to build trails in Long Lake Provincial Park, to be maintained by HRM.
2) 04 Jun, Community Transit will have AGM.
3) Julie Stewart, NS Energy
4) Brenden McIntryne, Province is working on a Provincial Statement of Interest for Healthy Communities which most likely will include A/T.
5) Over 50 Provincial departments look after A/T and transit.
6) Go Maritimes trying to set up web site for all Transit and A/T, Wayne Grozso, EAC.
7) www:novascotia.ca/sustainabletransporation
8) Federal data Information census now out of date.
9) Gas stations now closing across NS
10) There is huge difference between Rural and Urban A/T and transit needs.
11) HRM taking lead on Regional Planning on A/T and Transit way ahead of other municipalities they MUST get it right.
12) Ageing population changes everything for transit and A/T
13) Not enough money for A/T
14) Important to gain control of Rail ROW in public hands.
15) Blue Route.
16) New group called Rural Rides starting up, AGM, most likely May 22.
17) Fall River bus should go to Enfield, MEH don’t want to pay for.
18) $1,000,000 gas tax to HRM.
19) Need A/T Champion for A/T in Liberal Government.
20) On going battle between Recreation Trails and A/T trails must be sorted out.
21) New group started up called Deanery Project, have built, 4-1/2 kms of Trails, Ship Harbour, may become HRTA Group, wants to do 26 kms loop between wilderness areas.
22) Province will start 2 year program to do Provincial VISION for trails.
23) School buses to be used for Community Transit???
24) URB a problem will local transit start ups between Municipalities.
From: MacIsaac, David [mailto:[email protected]] Sent: Tuesday, April 22, 2014 9:52 AM
Members of ATAC,
At our meeting on Thursday, Councillor Watts asked me to send you the AT projects from the approved 2014-15 HRM capital budget. Below is my attempt to weed through all the budgets and tables and direct you to the places where AT is covered.
I have identified five budgets from which AT projects are funded. All of my references below can be accessed as PDFs from the table entitled “Approved Project Budget Appendices (per section)“ at the bottom of this page: http://www.halifax.ca/budget.
1) Traffic Improvements: Look at two of the budget line items:
a. K1 Active Transportation Plan Implementation. This has most of the projects Hanita (and sometimes I) work on. $500,000.
b. K23 Transportation Demand Management Program. There is one AT capital project in this (Highfield connection to Burnside $440,000) Our workplace and community-based SmartTrip project which include AT promotion are also in this budget.
2) Parks & Playgrounds: G11 Regional Trails Active Transportation $850,000 (this is the budget andprogram that Paul and Jessie work on).
3) Sidewalks, Curbs & Gutters: $2,500,000 for sidewalk renewals and $2,500,000 for new sidewalks. There is a list of the projects.
4) Roads & Streets: Look at the final row entitled “H12 Street Recapitalization”. There are two projects where bike lanes will be added as part of a road renewal. (look for projects with the single asterisk).
There are also other budgets where AT is incorporated. For example, all new Metro Transit buses will have bike racks and all new Metro Transit facilities (e.g. Lacewood Terminal) have pedestrian access and bicycle parking. Another example is the budget approved for planning the Cogswell Interchange redevelopment where AT connections are an important part of the planning process. There are also budgets for streetscaping where AT is a key consideration.
David
_____________________________
David MacIsaac
Transportation Planning
Halifax Regional Municipality
Staff ReportHalifax Regional Trails Association
Monday, May 12, 20141. Council Report Decision: The Council Report is scheduled to go to Council on May 20. As you
know the Budget for the Regional Trails Envelope has been approved. However, without the Council decision to accept our agreements and have them signed by a Manager or Director, we are not be able to move ahead. As was the situation last year 13/14 when there was no agreement we were not able to move the $140,000 Special Case funds to the Cole Harbour Forest Hills Project to allow the group to move ahead with their project. If the Council Report gives the agreements Council approval, staff will be able to move Special Case funding inside the envelope as before. Until Council has made the decision to accept the agreements and authorizestaff to move funds, the funds cannot be released.
2. Meetings between Staff, HRTA CFC & Executive: As soon as the Council Report clears Council, Staff wants to have a meeting with the HRTA CFC and HRTA Executive to outline the staff recommendations for the funding 14/15 and the staff recommendations to transfer funding from the existing HRTA Capital Funds to the Forest Hills TCT section. The Agreements are ready to be sent electronically to the groups as soon as this meeting happens and signing can commence.
3. Capital Funding Allocations as per motions last fall. In deliberations with the HRTA CFC & Executive last fall, two possible funding transfers were identified. They were MacIntosh Run and Halifax Urban Greenway. This spring, 100,000 funds were needed to build that AT Connection to the Alderney Ferry Terminal and HRM Trails was asked to contribute. Since we had the mandate from the CFC, we moved 67,565 from the Mcintosh reservation since the funds could not be spent by the group due to a land issue. $32,435 was also taken from the 14/15 funding that had been earmarked for contingency. An additional 12,000 was requested last week for consulting fees for the project and that amount was removed from Halifax Urban Greenway.
4. Forest Hills Funding: Staff will need to have an HRTA motion to locate the funding needed to pay for the Forest Hills Section as soon as we clear the Council Report. Staff has already made recommendation about what funding to move. That special case transfers will be outlined in the 14,15 agreement.
5. AGM Information needed: To date there has been no 2014 AGM information sent to the Regional Trails Office. As part of the agreement process, a copy of the Current Board of Directors and a Financial Statement is required by Staff. This is the same information as the group are required to send to the Registry of Joint Stocks.
6. Trail Counter Sustainability: Staff and three volunteers will be meeting with Mike Connors at theend of the month to make sure several of us have the skills to download the data, incorporate the calibration factor and make bar charts for reports. It looks like we have interest from Cole Harbour Parks and Trails Association, Musquodoboit Trailways Association and Sackville Rivers Association. When Mike makes the last counter downloads, he will be removing the counters from the trails they have been on for a year. Staff is presently working on a plan to make some ofthe counters available to groups who want to do counts. Some of the counters may need to be made available to trails that are not community trails.
7. AT Plan review: The AT Plan review is going to be making the AT Committee meeting soon. From there it will go to the Transportation Standing Committee and on to Regional Council.
8. NS Moves next deadline for submissions is June 23. Please go to the web site. Google NS Moves.
“HRTA Executive and Capital Funding Committees recommend acceptance by the Halifax Regional Trails Association membership of the Halifax Regional Municipality Regional Trails Capital Funding Agreement for the period of April 1, 2014 to March 31, 2015 subject to further review and engagementof HRTA Executive, Capital Funding Committee and HRM Staff in addressing the following items for clarification and /or possible amendments:
- Halifax Regional Municipality Regional Trails Capital Funding Agreement
o Clause 10, page 6 replace 'hire' with 'agree to'
- 2014-15 Best Practices Checklist
o Clause 10, page 13 replace '$1,000' with '$5,000'
o Notes, page 14 item 2 replace 'obtain' with 'seek' and '$1,000' with '$5,000'
Moved by Paul BerrySeconded by Catherine Klefenz
Carried – 18 votes cast, all in favor.
Motion:
Moved to accept the 2014-15 maintenance agreement
Moved by Walter ReganSeconded by Cathy MaCarthy
Carried – 13 votes cast, all in favor
Hello John,
I have been out of town without email access, but pleased to see acceptance of the Capital Agreement.
As I had just stepped down from the maintenance committee, I was not part of the meeting to evaluate the agreement prior to being sent out for a vote of acceptance. On the Maintenance Agreement, I have one area I would like clarification and one requires an amendment from what I see.
Clause 9 under Criteria & Eligibility:
9. To be eligible for HRM Maintenance funding all Participants must apply for the Province
of Nova Scotia Maintenance funding grant of $1000.00 for the 2014 2015 season. Before
the HRM first cheques will be released a copy of the NS Maintenance funding application must be received at
the HRM Regional Trails office.
A. funding grant of $1000.00 should read funding grant for a minimum of $1000.00. The rationale is that the grant is for $100 per Km with a minimum of $1000.00. Group must be aware of this and not miss the opportunity for potential additional funding over the $1000.00
Clause 4 under Additional Terms & Conditions
4. Shared use trails that allow ATV use will be eligible for 50% HRM maintenance funding
of their trails. 50% funding is required from another source or sources, but supporting
documentation is not required as in previous years
What exactly does this mean but supporting documentation is not required as in previous years? This I expectstems from the request of the BLT Trail on matching funding and their difficulty in meeting this and not wanting to be required to access the OHV funding. I am just curious as to how this is to be managed and administered.
Regards,
Bill
Item No. 11.1.7 Halifax Regional Council
May 20, 2014
TO: Mayor Savage and Members of Halifax Regional Council
HALIFAX REGIONAL MUNICIPALITYREGIONAL TRAILS CAPITAL FUNDING AGREEMENT
Purpose of Agreement: The purpose of this Agreement is to formalize the administrativeprocedure by which capital trails funding requests from Community Trail Groups belonging toHalifax Regional Trails Association are effectively managed by HRM and HRTA. The fundingis provided for trail planning and construction as per HRM’s Regional Active TransportationTrail Standards.
Parties:
Halifax Regional Municipality (“HRM”), a statutory body corporate duly incorporated under the laws of the Province of Nova Scotia
Contact Person: Paul Euloth, HRM Regional Trails CoordinatorMailing Address: P.O. Box 1749, Halifax, Nova Scotia, B3J 3A5,
-and- Halifax Regional Trails Association (“HRTA”), a non-profit society incorporated underthe laws of Nova ScotiaContact Person: Chair, Halifax Regional Trails Association
Participating HRTA Community Trail Groups (the “Participants”) 1. Atlantic View Trail Association2. Carrolls Corner Walking Trail3. Chain of Lakes Trail Association4. Cole Harbour Parks and Trails Association5. Friends of First Lake6. Halifax North West Trails Association7. Halifax Urban Greenway Association8. Lawrencetown Cole Harbour Trail Association9. Penhorn Lake Trail Association10. Second Lake Regional Park Association11. Shore Active Transportation Association12. St Margarets Bay Rails to Trails Association13. Shubie Watershed Environmental Association
Criteria for Eligibility:
The following are the criteria Participants must meet to be eligible for trail capital fundingpursuant to this Agreement:
1. Demonstrated outreach and engagement within their local communities: newsletters,advertisement of meetings, posters, brochures, news articles, regular minutes, formalinvitation of members and Trail Staff to AGM’s.
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2. Member in good standing of the Halifax Regional Trails Association. 3. Hold regular meetings and an Annual General meeting at the time appointed in their
bylaws.4. Incorporated and in good standing at the Registry of Joint Stock Companies. After each
AGM, the groups are asked to provide a list of new Directors and a Financial Statementto the HRM Regional Trails Office, Planning and Infrastructure, P.O. Box 1749, Halifax,N.S. B3J 3A5
5. Maintain at their own expense, insurance coverage as would be considered prudent. Thiscoverage shall include, but is not limited to, Directors & Officers, Automobile (ifappropriate) and Commercial General Liability insurance with limits and endorsementsas may be deemed appropriate and with an Insurer licensed to do business in NovaScotia. Proof of Directors and Officers insurance coverage and a Certificate of Insuranceevidencing an in force Automobile (if appropriate) and/or Commercial General Liabilitypolicy(ies) with limits of not less than Two Million Dollars ($2,000,000.) and withHalifax Regional Municipality Named on the policy is to be provided at time of renewalor signing of Agreement
6. Currently planning, constructing or managing trails on public land, or on private land byeasement.
7. Acknowledged by signature of this Agreement that the Participant understands andagrees to be bound by the terms of this Agreement.
8. Written permission from the landowner to use the property for active transportation trailpurposes.
Additional Terms & Conditions Applicable to HRTA and/or Participants:
All funding given to an eligible trail group is subject to the following terms and conditions:
1. Participants eligible for an HST rebate can file an HST rebate for capital expenditures. 2. Participants and HRTA shall release, indemnify and hold harmless Halifax Regional
Municipality from and against all actions, claims, costs including Solicitor fees, demands,liabilities, damages, actions, suits or proceedings, of any sort, which may arise out ofHRM’s participation in this agreement and provision of capital funding for trails. Thisclause shall survive termination or expiration of this Agreement.
3. This agreement will be reviewed on an annual basis and revised as needs andopportunities arise through service delivery intervention.
4. Participants agree to operate based on HRM reporting and accounting procedures andprinciples based on attached HRM’s best practices and payment procedures. (Appendix3 &4)
5. All proposed changes or significant amendments to funding proposals shall be submittedin writing to the HRM Regional Trail Staff and the HRTA Capital Committee for reviewprior to the ratification by the community group.
6. HRM Regional Trail Staff approval is needed before finalizing amendments to fundingproposals. Formal approval rests with the Manager, Facility Development, HRMPlanning and Infrastructure.
7. Any proposed Special Case amendments or changes must be submitted for approval withthe added requirements as set out in the Special Case template. (Appendix 2)
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8. Only one proposal per Participant will be considered for capital funding annually.Participants with multiple projects must decide on that year’s priority at proposal time. If a Participant meets the criteria for another funding opportunity (for example: TransCanada Trail, NS Provincial Recreational Facility Development funding or Nova ScotiaMoves) the Participant is required to make application to those funders to be eligible forHRM funding. If your funding request is denied, HRM needs documentation to thateffect.
Termination Clause:
1. HRM may at any time, following a 30 day written notice to the HRTA, in its sole discretion,terminate this Agreement or suspend or reduce its scope.
2. If the Agreement is terminated or suspended HRM shall compensate the Participants foreligible costs, expenses and charges incurred to the date of the termination or suspension of theAgreement, however such amounts shall not exceed the value of the undispersed capital fundsapproved for the Participant and remaining at the time of the termination or suspension of theAgreement.
Capital Funding Scheduling:
1. The HRTA Capital Committee will request funding proposals in August of each year andprovide a September 26 deadline for submissions of each year. Appendix 5: 2014-2015Capital Proposal Template
2. HRTA Capital Committee will be responsible for receiving and reviewing the proposalsand making recommendations to HRTA at the October meeting.
3. Special Case submissions for projects over $50,000 will be presented and reviewed at thistime. The Capital Committee will request the required documentation as set out in theSpecial Case template, (Appendix 2). Special Case is the name HRTA refers to whenexamining and approving shovel ready projects that require additional funds over andabove the $50,000 request.
4. Once approved by HRTA, the HRTA Capital Committee will submit the total requestalong with the proposals under a cover letter to the HRM Regional Trails Coordinator.
5. HRTA Capital Committee will follow the schedule provided on the annual HRMscheduling chart. (Appendix 6 )
6. HRM Regional Trails Staff and the Manager, of HRM Facility Development, Planningand Infrastructure will evaluate the proposals and recommendations submitted by theHRTA Capital Committee. Staff recommendations will be made back to the CapitalCommittee for review by the HRTA Board. Staff will then make recommendations toRegional Council for approval through the annual budget review process.
7. All funding is subject to HRM Council approval.
General Duties and Responsibilities of HRTA:HRTA will:
1. Provide a regular space on the agenda of each regular meeting for a report from theHRTA Capital Committee and request a written report at the AGM.
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2. Ensure Participants communicate regularly with HRM Trail Staff throughout all phasesof trail development.
3. Log and document reports and budget submissions as per the annual HRM schedulingchart. (Attachment 6)
4. Provide amendments to work plans/proposals to HRM Trail Staff for approval if changesto proposed plans occur throughout the year.
5. Report potential trail hazards on HRM-funded trails immediately to HRM Trail Staff.6. Ensure that Participants consult with HRM Trail Staff regarding planning, community
consultation, terms of reference, request for proposals, letters of authority, licenseagreements, surveys, etc.) and construction materials to be used on trails.
7. Follow appropriate HRM accounting procedures as identified by HRM finance(Appendix 3 & 4 )
8. Ensure that all construction meets applicable trails standards as per the following:Technical Appendix: Facility Planning and Design Guidelines of the HRM ActiveTransportation Plan; Nova Scotia Recreational Trails Manual.
9. Require approval of all major construction expenditures in the form of motions in theminutes of each Participant’s regular meetings.
10. Ensure that contractors hired agree to comply with the Occupational Health and SafetyAct, S.N.S. 1996, c.7.
11. Ensure that Contractors provide proof of Commercial General Liability insuranceevidencing limits of not less than Two Million Dollars ($2,000,000.) with HalifaxRegional Trails Association, the partnering Trails Association (if appropriate) and if thework is to take place on property owned by or under the control of HRM, HalifaxRegional Municipality Named on the policy, at time of hiring or in any event prior tobeginning contracted work.
12. Execute this Capital Funding Agreement and ensure it is also executed by all Participants.13. Nurture and mentor new Participants and potential Participants and provide background
information for trail planning and construction.
General Duties and Responsibilities of HRM:
HRM will:
1. Provide strategic direction for trail development in HRM emphasising the ActiveTransportation Plan and RP+5 Regional Plan.
2. Coordinate trail development with the Province of Nova Scotia3. Recommend projects for capital funding and disbursement based on business plans and
trail funding criteria.4. Attend HRTA Capital Committee meetings and meetings of Participants as requested.5. Participate with the HRTA Capital Committee as per the requirements of the scheduling
chart (Appendix 6) 6. Refer Participants to applicable HRM Active Transportation service standards for trails.
(Technical Appendix: Facility Planning and Design Guidelines of the HRM ActiveTransportation Plan: 4-21).
7. Offer professional advice and assistance to Participants as required with regard toplanning, construction and management of community trails.
8. Provide appropriate information regarding materials to be used on construction.
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9. Assist Participants in developing business, work and strategic plans.10. Coordinate with other HRM Business Units to provide technical and administrative
support as required.11. Process invoices.
Agreement Dates:
The agreement will begin and terminate as follows:
Start date: April 1, 2014 End date: March 31, 2015
Renewal Process:
All proposals to be considered for 2015/2016 funding are to be received no later thanHRTA’s September 26, 2014 deadline. (Please see Appendix 5: 6 page 14-15 CapitalProposal Template)
HRTA and Participants will be asked to sign a capital funding agreement authorized byHRM, pending budget approval by Halifax Regional Council. .
Partnership Remuneration:
Payment Process:
After budget deliberations by HRM Regional Council, allocations for capital funding fortrails will be reported by HRM Trail Staff to the HRTA Capital Committee, who willreport to the HRTA at a regular meeting.
Participating HRTA Community Trail Groups may access their approved allocation bysubmitting invoices to HRM Trail Staff. (Please see Appendix 4)
Participating HRTA Community Trail Groups are expected to use accepted accountingprinciples to track their own expenditures for the information of their Group.
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Authorized Signatures:
By signing below, the Parties acknowledge that they have read the Agreement and agree to bebound by the terms and conditions herein, including, but not limited to, the terms and conditionsunder which HRM will process applications for capital funding for Participants belonging toHalifax Regional Trails Association, and the respective roles and responsibilities of the Parties inthe funding application process.
Halifax Regional Trails Association
_____________________ ____________________ __________________Signature Title DateName: _______________
______________________ ____________________ __________________Witness Signature Title DateName:________________
Halifax Regional Municipality
_____________________ ____________________ __________________Signature Title DateName: _______________
_____________________ ____________________ __________________Witness Signature Title DateName:________________
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D esignated Representative of Participants
I am signing this, the Regional Trails Capital Funding Agreement, as a member of a Participant(as defined in the Agreement), and I warrant that I have the authority to represent and bind theParticipant for the purposes of this Agreement.
By affixing my signature, I hereby acknowledge that I have read the Regional Trails CapitalFunding Agreement and understand the terms and conditions, as well as the process by whichHRM will provide capital funding for trails within HRM to Participants. Further, I herebyacknowledge that the Participant upon whose behalf I am signing this Agreement shall complywith the terms of this Agreement.
3. Chain of Lakes Trails AssociationAuthorized Signature:_____________________________________Name:_________________________________________________Title:__________________________________________________Date:__________________________________________________
4. Cole Harbour Parks and Trails AssociationAuthorized Signature:______________________________________Name:___________________________________________________Title:____________________________________________________Date:____________________________________________________
5. Friends of First Lake SocietyAuthorized Signature:_____________________________________Name:__________________________________________________Title: __________________________________________________Date: _________________________
6. Halifax North West Trails AssociationAuthorized Signature:_____________________________________Name:_________________________________________________Title: __________________________________________________Date: _________________________
9. Penhorn Lake Trail AssociationAuthorized Signature:_____________________________________Name:__________________________________________________Title: __________________________________________________Date: _________________________
10. Second Lake Regional Trail AssociationAuthorized Signature:_____________________________________Name:_________________________________________________Title: __________________________________________________Date _________________________
11. Shore Active Transportation AssociationAuthorized Signature:_____________________________________Name:__________________________________________________Title: __________________________________________________Date: _________________________
13. St Margarets Bay Rails to Trails AssociationAuthorized Signature:_____________________________________Name:_________________________________________________Title: __________________________________________________Date: _________________________
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Appendix 1: Capital Funding Chart 2014-15Capital Funding Agreement 2014-15
Community Group 14/15 funding Special Case TotalAtlantic View Trail Association 33,000 Carrolls Corner Waking Trail 50,000 Chain of Lakes Trail Association 50,000 Chain of Lakes Paving 251,500 Cole Harbour Parks & Trails Association 50,000 146,000 196,000Friends of First Lake 30,000 Halifax North West Trail Association 50,000 Halifax Urban Greenway 50,000 Lawrencetown Cole Harbour 50,000 Penhorn Lake Trail Association 50,000 Second Lake Regional Park Association 50,000 Shore Active Transportation Association 50,000 Shubie Watershed Environmental Protection 50,000 Project contingency (Chain of Lakes) 35,500 Total 14/15 projects from 14/15 budget 850,000
SPECIAL CASE 13/14 to CHPTAFunds transferred from previous budgets Forest Hills S.C. Preston & Area Trail Association 50,000 Penhorn Lake Trail Association 25,000 Halifax North West Trail Association 38,000 Friends of First Lake Society 29,900 Re- cap funding available 3,100 146,000
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Appendix 2: Special Case Funding Criteria & ConditionsCapital Funding Agreement 2014-15
Special Case InformationFor funding over 50,000.00, HRTA’s Capital Funding Committee and HRM Staff will employ the following Checklist in their evaluation of special cases.
Detailed designsEngineered drawings if neededEnvironmental ApprovalPublic Tender Packages & ProcessPublic Consultations complete: Adjacent landowners know, Date and numbers attending public meetings
Special Case Conditions:Special case is considered only after the budget is approved. A project that is shovel ready based on the criteria above could be allocated funding from another trail group whose project is not able to be completed in the budget year.
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Appendix 3: Best Practices ChecklistCapital Funding Agreement 2014-15
2014-15HRM Regional Trails Association (HRTA)
Best Practices Checklist
1. Make HRM staff the first point of contact for trail related inquiries.
2. Make every effort to follow best practices to enable good partnerships to develop i.e. make every effort to be inclusive of all partners with information, invitations to meetings etc.
3. Inform staff and invite staff to your meetings. Staff may not be able to attend all, but make sure they know about the date and location of your meetings.
4. Make sure to have any major decisions and major financial expenditures passed by motions, carried and reflected in the minutes at regular community board meetings.
5. After your groups’ Annual General Meeting (AGM) have your Officers & Directors lists and amendments of by-laws updated with Registry of Joint Stocks. Please send same information to the Regional Trails Office, Planning and Infrastructure, P.O. Box 1749 Halifax, Nova Scotia B3J 3A5
6. Make every effort to keep current membership lists up-to-date. Every community group needs to be seen as representative of its community.
7. Keep membership with NS Trails and applicable insurance coverage up-to-date and in place.
8. For insurance and risk management purposes, make sure that a routine schedule of inspections is followed with reports kept up-to-date and on file.
9. Prepare to have a representative from your group at HRTA meetings as regularly as possible. The rule is that groups are not to miss three consecutive meetings.
10. Follow HRM procurement best practices of seeking 3 quotes for expenditures over $1000.00. Keep documentation on file.
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Appendix 4: HRM Capital Expenditures Process for Halifax Regional Trail Program Capital Funding Agreement 2014-15
1. Trail association receives vendor invoice and upon approval, a signing officer of the trail association signs the bottom of the invoice.
2. Trail association prepares a covering Invoice to HRM of the same amount and attaches vendor(s) invoice(s). The Invoice from the trail association should state INVOICE with contact information, Societyname, address, logo etc.
3. Submit this to HRM’s Regional Trail address:
HRM Regional Trails ProgramPlanning and Infrastructure.P.O. Box 1749, Halifax, Nova Scotia, B3J 3A5Attention: Dawn Neil, Trails Specialist
4. HRM staff reviews and assigns account for HRM Finance to process. A cheque is issued to the Trail Association for that amount.
5. Trail association is responsible for paying the Vendor directly and in a timely fashion.
Note:- Capital expenses are to be used for capital construction costs only (bricks and mortar type of work). Technical planning is also included. Other items outside of construction will not be covered (photocopies, late pay charges, office charges, oil changes, brochures etc. are not covered).
- Trail Associations will seek to obtain 3 bids for project capital over $1,000. Trail groups must keep bidson file should HRM Finance request them.
- Award contracts to the lowest bidder; be able to justify if you didn’t award it to the lowest bidder (for example: contractor did not have the effective equipment for the work required.
- Vendors invoice shall name the trail association that hired their services, describe the type of work, location and date.
- The Trail Association will pay the vendor directly.
- Trail Associations will need to manage their capital expenditures by maintaining an ongoing budget andaccountability.
- The Trail Association may apply for its own HST rebate.
- Members of the Halifax Regional Trail Association may make application for HRM trail capital each year on September 26. The proposals follow a template and criteria outline. (Appendix: 5)
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Appendix 5: 2015-16 Capital Proposal Template (Page 1 of 7)Capital Funding Agreement 2014-15
Check list for 2015-16 Capital Submission ChecklistDeadline September 26, 2014
Name of Group:________________________________________________________________
Last season’s AGM meeting date
Board and Financial Information has been sent to HRM Regional Trails Office at Fairbanks : 54 Locks Road, Dartmouth, B2X 2W7Active with Registry of Joint Stocks
Indicate which HRTA meetings were attended by a representative in 2014: January, February, March, April, May,June, July, August, SeptemberNova Scotia Trail membership active (amount paid)Directors and Officers Insurance (amount paid)Commercial General Liability Insurance (amount paid)NS Trails Volunteer Insurance (amount paid)Other capital funding proposals being submittedOther funding proposals being written to sources other than HRM –not necessarily just for capital
Maintenance/ State of Good Repair (Recapitalization) proposals only need to fill the following sections: Did your groups request $1000.00 provincial maintenance funding in 2014?Did your group receive the provincial maintenance funding in2014?If your trail accommodates ATV’s, where do you plan to access matched funding for maintenance or re-capitalization?Please note: The above information is required for application for funding according to HRM/HRTA Capital & Maintenance Agreements that your group will be signing in the Spring of 2015. If any of the above requirements needs attention by your group, please attend to it promptly to assure that your capital, re- capitalization and maintenance funding will be available for next season.
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Appendix 5: 2015-16 Capital Proposal Template (Page 2 of 7)Capital Funding Agreement 2014-15
HRTA Capital Funding Committee (CFC)
Procedures for Capital Funding Application,
HRTA’s Capital Proposal Process: Overview
1.) In August, the Chair of HRTA issues a ‘Call for Proposals’ for fiscal year ahead (deadline of September 26, 2014);
2.) The Capital Funding Committee (CFC) reviews Proposals and makes recommendation to HRTA (by e-mail, by October meeting date TBA );
3.) HRTA votes on Recommendations at October meeting;4.) HRTA submits Recommendation Package (Cover Letter and Proposals) to HRM
Regional Trails staff. These are then forwarded through Facility Development, Planning and Infrastructure
5.) HRM Council approves an amount of Capital for Regional Trails;6.) If capital requests are more than funding allocated, the Capital Committee reviews the
projects again and utilizes the ‘Minimum Request’ number.7.) Revised CFC recommendation are submitted to HRTA Board for approval;8.) HRTA recommendations to HRM Trails staff;
Trail Groups > CFC >HRTA > HRM Trails staff > IAM (Real Property) > HRM Council > HRM Trails staff > CFC > HRTA Board > HRM Trails staff
Capital Funding Evaluation Process: Details and Rationale
The CFC will use 12 Capital Funding Evaluation Criteria, as shown in Appendix A. These criteria are based on those approved by HRTA in October, with a few minor changes resulting from discussions with HRM Regional Trails staff.
ProposalsTrail project proposals will provide a succinct summary of the proposed work, and justify the project in relation to the Criteria, in 600 words or less. Note that not all criteria will be applicableto each project, and you should focus on those which are most applicable. The request will also include a Proposed Budget, and a completed Trail Capital Proposal Template.
Groups making a funding application must include projected capital costs for the entire trail project, plus the desired budget for the upcoming application period (next year's construction), and the absolute-need costs for the next fiscal construction year. That is, every application, everyyear, should have three budget numbers: Total Project Cost (multi-year), the desired amount for the construction year (Maximum Do-able), and the essential minimum amount required for the construction year (Minimum-Needs request).
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Appendix 5: 2015-16 Capital Proposal Template (Page 3 of 7)Capital Funding Agreement 2014-15
‘Special-Case’ Capital RequestsAny group asking for an abnormally large ‘maximum do-able’ amount (over $50,000) is requiredto submit a Special Case Appeal (up to 300 additional words) to the CFC at the time of their application, along with supporting documents (Appendix: 2 Special Case Funding Criteria & Conditions). The CFC may either endorse the full request or reduce it to a more reasonable amount. The CFC will report its recommendations to HRTA
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Appendix 5: 2015-16 Capital Proposal Template (Page 4 of 7)Capital Funding Agreement 2014-15
Your proposal should follow the following sequence and format, and be submitted as a WORD or RTF document. Include a Budget table (see format), and, if applicable, justification as a ‘Special Case’.
Name of Group:____________________________________________________________Name of Trail:______________________________________________________Chair:_____________________________________________________________Address:___________________________________________________________
Project Description:What does the Association plan to develop with the HRM Capital? Where exactly in your trail system will this capital be spent? Provide a map.
Justification:Justify your Project based on the HRTA criteria 1-12 (Appendix A). Maximum 600 words of text.
Planning:Briefly describe planning (conceptual and engineering) and survey work. Please attach planning documents and diagrams if available
Major items to be constructed: Provide brief descriptions for major items, with cost estimations.
Trail Surface (type, width, and km length):Bridge ConstructionTrail Amenities (i.e. Railings, bollards, benches, lighting etc. )Signage Trail Head/Parking: Other
Phasing:Most trail projects happen in phases. Explain the phase for your project this year.
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Appendix 5: 2015-16 Capital Proposal Template (Page 5 of 7)Capital Funding Agreement 2014-15
Budget Table: Provide a table in the format below.
A B C D E F
2015-16 HRM CapitalRequest
Other Municipal funds- Councilor
Provincialrequest
Federal request
Corporaterequest
Other Total A- F
2015-16 Full request(max. do-able)2015-16Essential min. AmountTotal Project(2-5 yrs)
Special Case InformationIf the HRM request is over $50,000, please provide written justification, in 300 words of text (max.), with supporting documentation if applicable. The CFC and HRM Staff will employ the following Checklist in their evaluation of special cases.
Detailed designsEngineered drawings if neededEnvironmental ApprovalPublic Tender Packages & ProcessPublic Consultations complete: Adjacent landowners know, Date and numbers attending public meetings
HRM Partner Approvals needed: IAM for funding, Engineer services, Halifax waterMatching funding letters
Appendix 5: 2015-16 Capital Proposal Template (Page 6 of 7)Capital Funding Agreement 2014-15
Appendix A: Capital Funding Criteria
Criteria 1: Public Transportation Alternatives (Active Transportation)Does the trail provide a public transportation alternative that would not otherwise be available? What volume of AT use is expected, and why? (relate to HRM AT FunctionalPlan)
Criteria 2: Capacity Is the community group an official member of HRTA, meeting all the criteria? Are volunteers committed to the plan and project and the long term sustainability of the trail? Does the Society have a large membership and has it participated in community outreach?
Criteria 3: Overall Quality of the Trail Experience Will the trail provide a safer alternative than the roads or sidewalks? Will the trail provide natural, scenic, or heritage appeal? Will it include a wilderness experience?
Criteria 4: Linking CommunitiesDoes the proposed trail project connect communities, neighbourhoods, and other trails/walkways and destinations regionally? Does the trail add a vital link in the Regional Trail System?
Criteria 5: Proximity to UsersHow convenient is the trail to dense HRM population bases? Will the trail connect destinations by AT? Will the trail be near future developments?
Criteria 6: Deliverable Is there evidence that the project as proposed can be delivered during the next construction season? This includes consideration of issues such as:
Land easements, permits, authorizations and approvals planning and design any major constraints or roadblocks to be overcome
Criteria 7: Community SupportIs there evidence of community support for the project - e.g. membership, public meetings, input from the community via newsletters, surveys, websites, brochures, etc.
Criteria 8: Capital Budget and FundingProvide a proposed capital budget, on a separate page. Provide specifications (dimensions, types of materials, special structures, etc.), and list anticipated sources of funding.
Criteria 9: Status of Trail WorkWhat phase is the project for the upcoming year? Is it the “final piece” of the trail in the overall plan? Is it a complete trail project on its own (i.e. without subsequent phases)? What is the timing of the project?
Criteria 10: Impact on Natural EnvironmentWill the trail be designed to minimize negative impacts on the environment, away from environmentally sensitive areas? Are environment approvals acquired? How has the trail been designed to minimize negative impacts on vegetation, slopes, wetlands, shorelines, lakes, or habitats?
Criteria 11: Potential Economic Impacts Will the trail, once completed, generate new economic impacts for the community in terms of employment, spending in the local area, new business opportunities, attracting new visitors to the local area, etc.
Criteria 12: Tourism PotentialWill the trail have appeal to visitor markets from outside the province as well as from other regions of Nova Scotia? Is the trail of local, regional or provincial significance?
Purpose of Agreement: The purpose of this Agreement is to provide a framework for annualoperating and maintenance funding for the Halifax Regional Trails Association and itsparticipating Community Trail Groups, who support trail maintenance and complement HRMservice delivery.
Parties:
Halifax Regional Municipality (“HRM”), a statutory body corporate duly incorporatedunder the laws of the Province of Nova Scotia,
Contact Person: Paul Euloth, HRM Regional Trails CoordinatorMailing Address: P.O. Box, 1749, Halifax, Nova Scotia B3J 3A5 Telephone: 490-4415
Maintenance/Operations Contact: Rob Mullane, Superintendent of Sport Fields,Playgrounds and Green SpacesMailing Address: P.O. Box, 1749, Halifax, Nova Scotia B3J 3A5Telephone: 490-5819
-and-
Halifax Regional Trails Association (HRTA), a non-profit society incorporated underthe laws of Nova ScotiaDesignated Representative: John Hawkins, HRTA ChairContact Person: Walter N. Regan, Chair, HRTA Maintenance Committee
Participating HRTA Community Trail Groups (the “Participants”):1. Atlantic View Trails Association2. Beechville Lakeside Timberlea Trail Association3. Bluff Trail (Woodens River Watershed Environmental Association)4. Chain of Lakes Trail ( 13/14 funding only)5. Carrolls Corner Walking Trail6. Cole Harbour Parks and Trails Association7. Crowbar Trail ( Porters Lake Myra Road Wilderness Heritage Society)8. Friends of First Lake Society9. Halifax North West Trails Association10. Halifax Urban Greenway11. Halifax Regional Trails Association12. Lawrencetown Cole Harbour Trail Association13. Musquodoboit Trailways Association14. Preston and Area Trails Association15. Sackville Rivers Association16. Sackville Lakes Regional Park Association17. St Margarets Bay Rails to Trails Association
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Criteria for Eligibility:
The following are the criteria Participants must meet to be eligible for trail maintenance fundingpursuant to this Agreement:
1. Demonstrated outreach and engagement within their local communities: newsletters,advertisement of meetings, posters, brochures, news articles, regular minutes, formalinvitation of members and Trail Staff to AGMs.
2. Member in good standing of the Halifax Regional Trails Association. 3. Hold regular meetings and an Annual General meeting at the time appointed in their
bylaws.4. Incorporated and in good standing at the Registry of Joint Stock Companies. The group
must provide a copy of their current Board of Directors and Financial Statement to theHRM Regional Trails Planning & Infrastructure, P.O. Box 1749, Halifax, N.S. B3J 3A5
5. Maintain at their own expense insurance coverage as would be considered prudent. Thiscoverage shall include, but is not limited to, Directors & Officers, Automobile and/orCommercial General Liability insurance with limits and endorsements as may be deemedappropriate and with an Insurer licensed to do business in Nova Scotia. Proof of Directorsand Officers insurance coverage and a Certificate of Insurance evidencing an in forceAutomobile and/or Commercial General Liability policy(ies) with limits of not less thanTwo Million Dollars ($2,000,000.) and with Halifax Regional Municipality named on thepolicy is to be provided at time of renewal or signing of Agreement.
6. Currently planning, constructing or managing trails on public land, or on private land byeasement.
7. Acknowledged by signature of this Agreement that the Participant understands andagrees to be bound by the terms of this Agreement.
8. Written permission from the landowner to use the property for active transportation andshared use trail purposes.
9. To be eligible for HRM Maintenance funding all Participants must apply for the Provinceof Nova Scotia Maintenance funding grant of $1000.00 for the 2014 2015 season. Beforethe HRM first cheques will be released a copy of the NS Maintenance fundingapplication must be received at the HRM Regional Trails office.
Additional Terms & Conditions Applicable to HRTA and/or Participants:
1. Participants eligible for an HST rebate must file for an HST rebate for maintenanceexpenditures. Trail Groups shall apply any rebate received to their operationalrequirements (i.e. gas, photocopies, and office supplies).
2. Participants and HRTA shall release, indemnify and hold harmless Halifax RegionalMunicipality from and against all actions, claims, costs including Solicitors fees,demands, liabilities, damages, actions, suits or proceedings of any sort, which may ariseout of HRM’s participation in this agreement and provision of maintenance funding fortrails. This clause will survive termination or expiration of this Agreement.
3. HRTA will maintain at their own expense, insurance coverage as would be consideredprudent. This coverage shall include, but is not limited to, Directors & Officers,Automobile (if necessary) and/or Commercial General Liability insurance with limits and
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endorsements as may be deemed appropriate and with an Insurer licensed to do businessin Nova Scotia. Proof of Directors and Officers insurance coverage and a Certificate ofInsurance evidencing an in force Automobile and/or Commercial General Liabilitypolicy(ies) with limits of not less than Two Million Dollars ($2,000,000.) and withHalifax Regional Municipality named on the policy is to be provided at time of renewal orsigning of agreement.
4. Shared use trails that allow ATV use will be eligible for 50% HRM maintenance fundingof their trails. 50% funding is required from another source or sources, but supportingdocumentation is not required as in previous years.
5. HRM Trails Staff, in conjunction with HRM Municipal Operations staff, will determinewhether a funding proposal is for maintenance or state of good repair (re-capitalization) ofa trail.
6. This Agreement will be reviewed on an annual basis and revised as needs andopportunities arise through service delivery intervention.
7. In 2014-15, the groups and HRM will use the trail maintenance templates to clarify theroles and responsibilities of each group.
8. Participants agree to operate based on HRM reporting and accounting procedures andprinciples based on attached HRM’s best practices. (Appendix 2, 4, 10, 11)
9. All proposed changes or significant amendments to funding proposals shall be submittedin writing to the HRM Regional Trail Staff for review prior to the ratification by thecommunity group.
10. HRM Regional Trail Staff approval is needed before finalizing amendments to fundingproposals. Formal approval rests with the Manager, HRM Facility Development, HRMPlanning and Infrastructure.
11. Participants with more than one trail project must identify which project/s will bemaintained with the HRM funds.
12. Any Participant applying for state of good repair (recapitalization) of major pre-existing*infrastructure (bridges, culverts) on provincial lands is required to find two thirds fundingfrom other sources. All decisions are subject to final approval of the Manager of FacilityDevelopment. *Pre-existing infrastructure is infrastructure that was in existence before thecommunity group assumed management.
Termination Clause:
1. HRM may at any time, following a 30 day written notice to the HRTA, in its sole discretion,terminate this Agreement or suspend or reduce its scope.
2. If the Agreement is terminated or suspended HRM shall compensate the Participants foreligible costs, expenses and charges incurred to the date of the termination or suspension of theAgreement, however such amounts shall not exceed the value of the undispersed maintenancefunds approved for the Participant and remaining at the time of the termination or suspension ofthe Agreement.
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Maintenance Funding Scheduling:
1. HRTA will be responsible for administering the maintenance funds and reporting to HRM onthe expenditure of funds.
2. HRTA will follow the schedule provided on the annual HRM scheduling chart. (Appendix 3)
3. HRM Regional Trails Staff and the Manager, Facility Development, HRM Planning and Infrastructure, will evaluate the request and proposals submitted by the HRTA and makerecommendations to Regional Council for approval through the annual budget review process.
4. All funding is subject to HRM Council approval.
General Duties and Responsibilities of HRTA:
HRTA will:
1. Ensure that all construction meets applicable trails standards as per the TechnicalAppendix: Facility Planning and Design Guidelines of the HRM ActiveTransportation Plan and Nova Scotia Recreational Trails Manual.
2. Insist that Participants ensure that appropriate personal protective equipment be wornat all times. Operational funding may be used for this purpose.
3. Ensure that contractors hired comply with the Occupational Health and Safety Act,S.N.S. 1996, c.7.
4. Ensure that Contractors provide proof of Commercial General Liability insuranceevidencing limits of not less than Two Million Dollars ($2,000,000.) with HalifaxRegional Trails Association , the partnering Trails Association(if appropriate) and ifthe work is to take place on property owned by or under the control of HRM, HalifaxRegional Municipality named on the policy, at time of hiring or in any event prior tobeginning contracted work.
5. Log and document reports as per the annual HRM scheduling chart. (Attachment 3:Maintenance Committee Schedule)
6. Ensure potential trail hazards on HRM-owned trails are immediately reported toHRM 311 ( replacing 490-4000)
7. Ensure that Participants with trails which cross over, are built on, provides access toor egresses onto land owned or under the control of HRM, inspect their trails forsafety and potential hazards on a bi-annual basis. Complete records are to be kept forincident, accident, litigation or auditing purposes. Any emergency situation on trailsshould be immediately reported to the Maintenance Committee and HRM Trail stafffor action as required.
8. Obtain HRM approval prior to any major expenditure for trail maintenance by aParticipant.
9. Require Participants to keep an inventory of major maintenance equipmentpurchased, including values and dates purchased.
10. Follow appropriate accounting procedures as identified by HRM finance. (Appendix2 , 4, 10 , 11 )
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11. Require approval of all major maintenance expenditures in the form of motions inthe minutes of each Participant’s regular meetings.
12. Execute this Maintenance Funding Agreement and ensure it is also executed by allParticipants.
13. Require Participants to submit the next year’s proposals by the September 19, 2014deadline.(Appendix 5 , 6, 7, 8 )
General Duties and Responsibilities of HRM:
HRM will:
1. Evaluate proposals for maintenance funding and disbursement based on business plansand trail funding criteria.
2. Conduct random site visits to ensure expenditure of funds is in accordance with fundingproposal submitted by the Participant.
3. Refer Participants to applicable HRM Active Transportation service standards for trails.(Technical Appendix: Facility Planning and Design Guidelines of the HRM ActiveTransportation Plan: 4-21).
4. Coordinate, through HRM Trails Staff, the provision of occasional equipment and/orlabour in the off season (November 15 to March 31) by HRM Maintenance & Operationsstaff if a request is received from a Participant and if HRM equipment and staff resourcesare available.
5. Offer professional advice and assistance to the Participants as required with regard tomaintenance and operations plans.
6. Support recapitalization, maintenance and operations to stabilize and improve trails.7. Provide HRM maintenance log templates to those Participants who maintain trails that
cross over, are built on, provide access to or egresses onto land owned or under thecontrol of HRM .
8. Provide appropriate information regarding materials to be used on trails.9. Coordinate with other HRM Business Units to provide technical and administrative
support as required.10. Provide direction and guidelines for the disbursement of funds.11. Provide criteria with regard to maintenance vs. re-capitalization
Agreement Dates:
The agreement will begin and terminate as follows:
Start date: April 1, 2014End date: March 31, 2015
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Renewal Process:
All proposals to be considered for 2015/2016 funding are to be received no later thanHRTA’s September 19, 2014 deadline. (Please see Appendices 5, 6, 7 and, 8: TrailMaintenance Proposal Template & Trail State of Good Repair (Recapitalization)Template).
HRTA and Participants will be asked to sign a maintenance funding agreementauthorized by HRM, pending budget approval by Halifax Regional Council.
Partnership Remuneration:
Payment Process: 50% initial payment to the Participant ($25,000 allowable maximumper transaction)
Payment dates: 50% after 2014 Budget Approval and the signing of the 2014/15Agreement. Second 50% upon submission by participants of the Excel Reporting File (Appendix 4) which reports how the first 50% was spent
Organization)4. Chain of Lakes Trail (13/ 14 funds only )5. Carrolls Corner Walking Trail6. Cole Harbour Parks and Trails Association7. Crowbar Trail ( Porters Lake & Myra Road Wilderness Heritage
Association)8. Friends of First Lake Society9. Halifax North West Trails Association10. Halifax Urban Greenway11. Halifax Regional Trails Association12. Lawrencetown Cole Harbour Trail Association13. Musquodoboit Trailways Association14. Preston & Area Trails Association15. Sackville Rivers Association16. Sackville Lakes Regional Park Association17. St Margarets Bay Rails to Trails Association
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Authorized Signatures:
By signing below, the Parties acknowledge that they have read the Agreement and agree to bebound by the terms and conditions herein, including but not limited to the terms and conditionsunder which HRM will process applications for maintenance funding for belonging to HalifaxRegional Trails Association, and their respective roles and responsibilities of the Parties in thefunding application process.
Halifax Regional Trails Association
____________________________ ___________________________ __________________Signature Title DateName:______________________
____________________________ ___________________________ __________________Witness Signature Title DateName:______________________
Halifax Regional Municipality
____________________________ ___________________________ __________________Signature Title DateName:______________________
____________________________ ___________________________ __________________Witness Signature Title DateName:______________________
Halifax Regional Municipality
____________________________ ___________________________ __________________Signature Title DateName:______________________
____________________________ ___________________________ __________________Witness Signature Title DateName:______________________
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Designated Representative of Participants I am signing this, the Regional Trails Maintenance Funding Agreement, as a member of aParticipant (as defined in the Agreement), and I warrant that I have authority to represent andbind the Participant for the purposes of this Agreement.
By affixing my signature, I hereby acknowledge that I have read the Regional TrailsMaintenance Funding Agreement and understand the terms and conditions, as well as the processby which HRM will provide maintenance funding for trails within HRM to Participants. Further,I hereby agree that the Participant upon whose behalf I am signing this Agreement shall complywith the terms of this Agreement.
8. Friends of First Lake SocietyAuthorized Signature:_____________________________________Name:_________________________________________________Title:__________________________________________________Date:__________________________________________________
9. Halifax North West Trails AssociationAuthorized Signature:_____________________________________Name:__________________________________________________Title: __________________________________________________Date: _________________________
16. Sackville Lakes Regional Park AssociationAuthorized Signature:_____________________________________Name:__________________________________________________Title: __________________________________________________Date: _________________________
17. St. Margarets Bay Rails to Trails AssociationAuthorized Signature:_____________________________________Name:__________________________________________________Title: __________________________________________________Date: _________________________
Musquodoboit Trailways Association 23,200 0 23,200 11,600 11,600
Preston & Area Trails Association 6,000 0 6,000 3,000 3,000
Sackville Rivers Association 14,300 0 14,300 7,150 7,150
Sackville Lakes Regional Park Association 16,290 0 16,290 8,145 8,145
St. Margaret's Bay Rails to Trails 10,000 0 10,000 5,000 5,000
191,763 12,140.24 185,242 92,622 92,622
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Appendix 2: Best Practices ChecklistMaintenance Funding Agreement 2014-15
2014-15HRM Regional Trails Association (HRTA)
Best Practices Checklist
1. Make HRM staff the first point of contact for trail related inquiries.
2. Make every effort to follow best practices to enable good partnerships to develop i.e. make every effort to be inclusive of all partners with information, invitations to meetings etc.
3. Inform staff and invite staff to your meetings. Staff may not be able to attend all, but make sure they know about the date and location of your meetings.
4. Make sure to have any major decisions and major financial expenditures passed by motions, carried and reflected in the minutes at regular community board meetings.
5. After your groups’ Annual General Meeting (AGM) have your Officers & Directors lists and amendments of by-laws updated with Registry of Joint Stocks. Please send same information to the Regional Trails Office, Planning and Infrastructure, P.O. Box 1749 Halifax, Nova Scotia B3J 3A5
6. Make every effort to keep current membership lists up-to-date. Every community group needs to be seen as representative of its community.
7. Keep membership with NS Trails and applicable insurance coverage up-to-date and in place.
8. For insurance and risk management purposes, make sure that a routine schedule of inspections is followed with reports kept up-to-date and on file.
9. Prepare to have a representative from your group at HRTA meetings as regularly as possible. The rule is that groups are not to miss three consecutive meetings.
10. Follow HRM procurement best practices of seeking 3 quotes for expenditures over $1000.00. Keep documentation on file.
Re-review the maintenance request in light ofannual budget allocationReport to HRTA regarding the recommendationsProvide Rob Mullane with the amounts for each group
Review mid year reports from groupsBased on the reportsPrepare for allocation of final 50%Begin prep of annualbusiness caseCall for proposals for deadline of October
Report to HRTA
Collect proposals from groups at the October HRTA meetingProvide a report to HRTA at the November meeting.Present to Trail staff under a cover letter from the committeePrepare the business plan for the following season
Report to HRTA regarding the business plan for the seasonAssist group to prepare reports for their annual reviewRequest financial reports and review against the fall request to arrive at the amounts remaining to carry over.Report to HRTA
HRM Trail Staff
Assist Sub Committee with the annual maintenance allocation by providing staff recommendation
Assist Staff with final allocation Assist Maintenance Committee with business case
Review proposalsand cost allocations for next seasonMeet and assist with business planning
Make sure that groups are up to date with Registry of Joint information is up to date in prep for the Spring allocationAssist with financial reporting
HRM Maintenance & Op. Staff
Prepare the 50 % funding allocation payment for participant groups
Check list for 14/15 maintenance proposalsGroup Name:__________________________________________________________________________AGM meeting date:
Board and Financial Information has been sent to HRM Trails Office:Active with Registry of Joint Stocks:
Indicate which HRTA meeting attended by a rep in 2014: January, February, March, April,May, June, July
Nova Scotia Trail membership active ( amount paid)Directors and Officers Insurance (amount paid)Commercial General Liability Insurance ( amount paid)NS Trails Volunteer Insurance
Provincial Maintenance Funding requested
Provincial Maintenance funding received
If your trail accommodates ATV use, indicatethe amount of matched funding you will be seeking and from what sourcePlease note: The above information is required for application for funding according to the HRM/HRTA Maintenance Agreement that your group will be signing in the Spring of 2015. If any of the above requirements needs attention by your group, please attend to it promptly to assure that your funding will be available.
HRM Trail Maintenance Proposal Name of Group:Contact Information:Chair:Address:Email:Fax:Web site:Joint Stocks
What part of the trail do you plan to maintain with the 14/15 funding? Where exactly on the trail will this money be spent? Describe and provide a map.
Side of Trail Maintenance:
Surface Maintenance:
Bridge Maintenance:
Railing Maintenance:
Trail Amenities Maintenance:
Signage Repair & Maintenance:
Other:What are you funding sources for the 14/15 maintenance?HRM Unspent
6001 Salaries including benefits - Not allowed for trails
Compensation & Benefits -
6201 Telephone -
6203 Office Furniture and Equipment -
6205 Printing & Reproduction -
6207 Office Supplies -
Office Costs -
6308 Snow Removal
6310 Outside/Contract Services - Include and describe individual
- contract services that are of a
- significant value or proportion o
- your budget request
-
-
-
-
External Services -
6401 Safety Clothing -
6406 Bridge Tolls -
6407 Cleaning/ sanitation supplies -
Supplies -
6502 Chemicals/ Cleaning
6504 Hardware
6505 Lubricants
6506 Lumber -
6508 Ready Mix Concrete -
6512 Sand -
6514 Sods -
6515 Stone and Gravel -
6516 Top Soil -
6517 Paint -
Culverts
Materials -
6701 Equipment Purchase -
6702 Small Tools -
6704 Equipment Rental -
6705 Equipment Repair& Maintenance -
Equipment & Communications -
6903 Local Travel -
6905 Training -
Travel & Training -
6910 Signage -
6940 Fencing -
6918 Meals -
6999 Other Goods and Services -
8003 Insurance -
Other Goods & Services -
TOTAL -
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Appendix 8: State of Good Repair (Recapitalization) Proposal Template 2014-2015Maintenance Funding Agreement 2014-15
Name: Address:
Contact Email: Contact Telephone:All questions must be answered fully or your request may be deniedHRM/HRTA Trail Recapitalization Funding: HRTA Re-capitalization is intended to refurbish community trail infrastructure to its original condition when maintenance funds no longer sustainthe scope of work required to maintain the trail to standard. Trail surface re-capitalization is subject to an estimated 8-10 year life cycle. (Definitions: Page 19 Maintenance Funding Agreement)
1. a. How old is the trail section or structures that are in need of re-capitalization?
b. Explain why re-capitalization is needed at this time?
2. Name other partners you have asked to help with the re-capitalization.
3. Do you have engineered plans or drawings that you can submit for this work?
4. In what time frame do you plan to spend the funding?
5. Please provide a map
6. What amount are you requesting from HRM?
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Appendix 9: Definitions
Maintenance Funding Agreements 2014-15
Definitions:HRM/HRTA Capital Work and Funding:Dedicated resources specifically for the design and construction of new community built infrastructure. The HRM Capital Funding process requires requests by September 26, 2014 and allocation of contribution in May/June. See process chart.
HRM /HRTA Maintenance Funding:Maintenance addresses the day to day maintenance and operational costs in an effort to sustain the infrastructure. It’s designed to address normal wear and tear from use. The HRM/HRTA Maintenance Funding process requires requests by September 19, 2014 and allocation of contribution in May /June.
HRM/HRTA Trail State of Good Repair (Recapitalization) Funding:HRTA Re-capitalization is intended to refurbish community trail infrastructure to its original condition when maintenance funds no longer sustain the scope of work required to maintain the trail to standard. Trail surface re- capitalization is subject to an estimated 8-10 year life cycle.To obtain funding follow the HRM Policy for State of Good Repair (Recapitalization) funding proposal as outlined in Appendix 8
1. Make sure that your revenues are in (brackets) then the program will subtract your expenditures.
2. Make sure you keep copies of all the invoices that you are applying to the excel sheet in your records.
3. For all outside contract services( 6310) make sure that you put the following information in the NOTES section at the bottom of the page:
The contractor(s) name (s)
The date of the invoice
The number of the invoice
The amount of the invoice
4. Shared use trails that allow ATV use will be eligible for 50% HRM maintenance fundingof their trails. 50% funding is required from another source or sources, but supportingdocumentation is not required as in previous years.
5. Line 6001 Salaries is not an eligible HRTA Maintenance Expense
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Appendix 11: Expenditure Claims Process for Regional Trails Program:HRM State of Good Repair (Recapitalization)Maintenance Funding Agreement 2014-15
The funds of HRM recapitalization are distributed by the following process once a trail association is formally approved for HRM recapitalization through the Halifax Regional Trail Association: The HRM recapitalization funding is drawn from signed invoices requested from the community trail group as the project work is completed and invoiced by the vendor. After the approval process within HRM (management and Finance review) the amount is sent via a cheque to the community trail group. The trail group in turn pays the vendors if not already done so.
1. Trail association receives invoice and upon approval, a signing officer of the trail association signs and dates the bottom of the invoice. Usually both the Treasurer and the Chair/Construction Chair sign the invoices.
2. Trail association then prepares an invoice claim to HRM. This invoice claim includes the contractors /business invoices attached. There may be more than one invoice included. If there is, include a summary sheet with amounts added up.
3. The Invoice from the trail association should be an original and not a photocopy and state ‘INVOICE’ at the top of page with contact information, the society name, address, logo etc.
4. Trail group signs their invoice - by signing officers at least one signature, usually both the Treasurer and the Chair /Construction Chair sign. ALL CAPITAL INVOICES SUBMITTED TO HRM NEED TO BE SIGNED BY AT LEAST ONE SIGNING OFFICER.
5. Submit invoice to: HRM Regional Trails, HRM Planning and InfrastructureP.O. Box 1749, Halifax N.S., B3J 3A5Attention Jessie DeBaieState of Good Repair (Recapitalization) Projects
6. HRM staff initiates the process to Management and Finance for payment. A cheque is issued to the Trail Association for that amount, up to the amount of their capital allocation.
7. The trail association is responsible for paying the Vendor directly.
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HRTA Capital and Maintenance Funding OverviewHRM Active-Transportation Advisory Committee May 15, 2014
CAPITAL
• Annual capital application limit of $50,000 per group set by HRTA• Must take advantage of available leveraging, other sources• May be special case asks in excess of $50,000• Asks are vetted by CFC against criteria laid out by HRTA and agreed to by staff• CFC passes requests to staff• Staff vets for HRM criteria• Staff recommends to Infrastructure Development• Included in Planning and Infrastructure budget• Unspent funds may be reserved for projects > $50,000 or pending approvals, etc• Reallocation may be made for special cases eg COLT @ 100%, CHPTA• Capital may be transferred to non-HRTA projects• Funding had operated pursuant to Council agreement of 2008 by agreement with
Real Property• Discovered that there was no legislative authority• Authority for capital agreement sought from Council• Current funding and five year projection - $850,000/yr
Maintenance
• Maintenance requests vetted by MFC for compliance with criteria• 50% for motorized trails• Must apply for provincial funding• May be directly by volunteers, contracted or direct by TPW or mix• Some year round, some seasonal • Funded through operations – TPW• Current funding (HRTA component) < $200,000/yr
John HawkinsChair, Halifax Regional Trails Association
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