2024-40 Civic Addressing and Highway Naming of Roads Policy
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THE CORPORATION OF THE TOWNSHIP OF SOUTHWOLD
By-Law No. 2024-40
BEING A BY-LAW TO SET OUT A CIVIC ADDRESSING SYSTEM AND A NAMING OF ROADS SYSTEM FOR THE CORPORATION OF THE TOWNSHIP OF SOUTHWOLD
No amendments to date.
This by-law is printed under and by authority of the Council of the Township of Southwold.
Disclaimer: The following by-law is an electronic reproduction made available for information only. It is not an official version of the by-law. The format may be different, and plans, pictures, other graphics, or text may be missing or altered. The Township of Southwold does not warrant the accuracy of this electronic version. This by-law cannot be distributed or used for commercial purposes. It may be used for other purposes only if you repeat this disclaimer and the notice of copyright. Official versions of all by-laws can be obtained from the Clerk’s Department by calling 519-769-2010.
WHEREAS Section 8 of the Municipal Act, R.S.O. 2001, as amended, hereinafter referred to as the Act, provides that a municipality may govern its affairs as it considered appropriate to enhance the municipality's ability to respond to municipal issues; and
WHEREAS municipal roads as set out in Section 26 of the Act are under the jurisdiction of a municipality; and
AND WHEREAS Section 27 of the Act provides the authority for a municipality to pass by-laws in respect of the highways within its jurisdiction; and
WHEREAS Section 48 of the Act authorizes a local municipality to name or change the name of a private road after giving public notice of its intention to pass the by-law; and
WHEREAS Section 61(1) of the Act authorizes a municipality to enter upon land lying along a highway to install name signs setting out the names of highways; and
WHEREAS Section 61(2) of the Act provides that where a local municipality has passed a by-law under Section 48 of the Act, a municipality may enter upon land lying along the private road to install name signs setting out the name of highways; and
WHEREAS Section 116(1) of the Act permits a municipality to establish, maintain and operate a centralized communication response system for emergency response purposes; and
WHEREAS Section 116(2) of the Act authorizes a municipality to enter upon land to affix numbers to buildings or signs setting out numbers on land; and
WHERAS Section 425 of the Act provides that any person who fails to comply with any section, clause, or provision in this By-law is guilty of an offense and on conviction, is liable to a fine not exceeding two thousand dollars ($2,000.00), exclusive of costs, under the authority of the Provincial Offences Act; and
WHEREAS the orderly assignment and the proper maintenance of municipal address numbers is required for the effective and efficient delivery of municipal services, including emergency services, required to protect the health, safety, and well-being of persons and for the protection of property and persons; and
WHEREAS the Act permits municipalities to establish civic addresses, to name municipal highways and private roads, and to enter land to install signs and affix numbers to buildings, and
WHEREAS the Council of the Corporation of the Township of Southwold wished to establish a simplified system of identifying properties that will ensure accurate and efficient routing of emergency vehicles, mail, and other services, and will be capable of accommodating future growth; and
WHEREAS the Council of the Corporation of the Township of Southwold previously enacted By-law 95-2, which provided a municipal addressing system for the numbering of building along highways which aimed to achieve a standardized system of addressing for all of Elgin County; and
WHEREAS the Council of the Corporation of the Township of Southwold acknowledges that changes to residential and commercial built forms warrants an update to the previously adopted municipal addressing policy, but should still endeavour to maintain Elgin County consistency, where possible; and
WHEREAS this By-law may be cited as the "Civic Addressing and Naming of Roads By-law" of the Corporation of the Township of Southwold; and
WHEREAS the Council of the Corporation of the Township of Southwold deems it necessary and expedient to establish policies and procedures for the maintenance of its civic address system and road naming system.
NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE TOWNSHIP OF SOUTHWOLD HEREBY ENACTS AS FOLLOWS:
1. That Council hereby adopts the Civic Address Policy as presented in Schedule "A".
2. That Council hereby adopts the Highway Naming Policy as resented in Schedule "B"
3. That Schedule "A" and Schedule "B" shall form part of this by-law.
4. That the policies and procedures set out within the said Civic Addressing Policy and Highway Naming Policy shall be maintained and administered by the Civic Address Coordinator.
5. That Council hereby appoints the Drainage Superintendent to be the Civic Address Coordinator.
6. That By-law 95-2 is hereby repealed.
7. That this By-law shall come into force and take effect upon its third and final reading thereof.
READ A FIRST AND SECOND TIME, CONSIDERED READ A THIRD TIME AND FINALLY PASSED THIS 24TH DAY OF JUNE, 2024.
______________________________________
Grant Jones
Mayor
______________________________________
Lisa Higgs
CAO/Clerk
Table of Contents
Civic Addressing Policy
Highway Naming Policy
TOWNSHIP OF SOUTHWOLD
GENERAL
POLICY AND PROCEDURE MANUAL
| Title: Civic Addressing Policy | |
| Number: GP-04-01 | Type: Policy |
| Effective Date: 2024-06-24 | Last Review Date: |
| Approval: Council | Review Frequency: As Needed |
| Applies to: All properties within the boundary of the Township of Southwold | |
| Required by: |
Table of Contents
1. DEFINITIONS AND INTERPRETATION
2. PURPOSE
3. GENERAL SCOPE
4. GUIDING PRINCIPLES
5. GENERAL NUMBERING SYSTEM
6. NEW ROADS
7. GATED/PRIVATE ROADS (CREATED VIA VACANT LAND CONDO)
8. BOUNDARY AND COMMON ROADS
9. MULTIPLE DWELLINGS
10. MOBILE HOME PARKS
11. COTTAGE RESORT, TRAILER/RV PARKS OR CAMPGROUNDS
12. MULTIPLE COMMERCIAL/INDUSTRIAL
13. SPLIT DRIVEWAYS
14. SHARED DRIVEWAYS
15. CORNER LOTS
16. CONTINUITY OF NUMBERING
17. COORDINATION WITH EXISTING CIVIC ADDRESS NUMBERING IN SETTLEMENT AREAS
18. CURVILINEAR STREETS
19. ISSUING NEW/REVISED CIVIC NUMBERS AND NOTIFICATIONS
20. REQUESTING AND INSTALLING CIVIC ADDRESSING NUMBERS
21. FEES
22. INSTALLATION
23. MAINTENANCE
24. PROHIBITION
25. REPLACEMENT OF CIVIC ADDRESS NUMBER BLADES AND/OR POSTS
26. LIABILITY
27. COSTS AND SUPPLIER
28. RECORDS OF CIVIC ADDRESSES
APPENDIX "A" - 911 NUMBER REQUEST FORM
1. DEFINITIONS AND INTERPRETATIONS
Wherever a word is used in this Policy with its first letter capitalized, the term is being used as it is defined in this Section. Where any word appears in ordinary case, its regularly applied meaning in the English language is intended. Defined terms may be used throughout this policy in different grammatical contexts.
Building - means the principle structure or structures on a property, and includes a dwelling, business premises, school, place of public assembly, place of worship, hospital, arena, retirement or nursing home, or building associated with an agricultural use unless a dwelling or business premises is situated on the same property as such building.
Civic Address - means the civic number, including the unit number and letter where applicable, and road name assigned to a particular building or lot.
Civic Address Coordinator - means an individual appointed by Council for the Township to carry out duties for civic addressing within the Township.
Civic Number - means the number (including the unit number and letter, where applicable) assigned by the Township for the purpose of identifying the building or lot.
Highway - means a common and public highway or a portion thereof under the jurisdiction of the Township, County, or Province and includes any bridge, trestle, viaduct or other structure forming part of the highway.
Owner - means a person having any right, title, interest, or equity in land or his/her agent.
Number Blade - means a sign that is affixed to a support structure adjacent to the Private Road or Highway for the purpose of displaying the Civic Number of the building or lot to which the sign relates (blue 9-1-1 sign).
Private Road - means single or multi-lane path accessible to vehicles that is not under the jurisdiction of the Township, County, or the Province.
Property - means any land divided into lots as defined in the Land Titles Act, 1990.
Road - means a Highway/Public Road or a Private Road.
Settlement Area - means a developed area of land on which buildings and/or non-building structures are present, and more specifically defined as the lands identified as existing within the Settlement Area and Hamlet Area of the Township Official Plan.
Street/Road Name Sign - means a type of traffic sign used to identify named roads and are most often found posted at intersections and are usually in perpendicularly oriented pairs identifying each of the crossing streets/roads.
Township - means the Corporation of the Township of Southwold.
Unit - means an independently used space within a building (e.g. a store within a shopping mall or an apartment within a residential complex).
2. PURPOSE
The purpose of this policy is to provide a uniform approach with regards to assigning a Civic Address within the Township of Southwold.
The procedures to assign a Civic Address is established to provide an accurate and simple system of property identification to assist with the delivery of emergency and other services and which is capable of accommodating growth.
3. GENERAL SCOPE
That the procedures to assign a Civic Address is developed and the address mapping prepared by the Township, as updated from time to time, be hereby implemented to achieve a Township-wide system of property identification to assist with the delivery of emergency and other services and which is adaptable to future needs.
The policies outlined will, in the long term, provide the County of Elgin and local municipalities with a complete and consistent system of property identification.
The system, as outlined in this framework, has seven general objectives:
1. To develop an accurate, universally agreed upon system of property identification.
2. To provide assistance to emergency personnel.
3. To be a simple, logical system, understandable by all user groups including the general public.
4. Be flexible, in order to allow for future growth and infilling.
5. Be easily maintained at minimal cost.
6. Be compatible with Next Generation 9-1-1 (NG911).
7. Where feasible, to comply with previously adopted, existing Elgin County municipal addressing guidelines.
4. GUIDING PRINCIPLES
a. Eligibility
The Owner of the following types of properties shall be required to post an identifying Civic Addres:
i. Any property containing a residence (permanent, seasonal, or otherwise);
ii. Any government, commercial, industrial, recreational, religious and educational property which has the facilities on site from which to report an emergency and/or to which there is a reasonable exception that emergency vehicles could be dispatched; and
iii. Any property with facilities under construction.
iv. The Township supports The Emily Project and encourages voluntary addressing and identifying of all vacant agricultural properties through the installation of number blades at each road entrance.
b. Property Identification Standards:
Rural Areas
All rural properties must have a number blade on its own post. Number blades are to be installed on their own post, must be on private property and no more than 3m (10 feet) from the property line and within 3m (10 feet) of the edge of the driveway (unobscured by mail boxes, hedges, vegetation, etc.), perpendicular to the fronting road. The number blade must be a minimum of 1.4m (54 inches) above grade, and a maximum of 2m (6 feet, 6 inches) above grade.
In all cases, the first priority for a Number Blade and post placement shall be clear visibility from both directions of the traveled portion of the road to allow reflection by the low beam of vehicle headlights and, secondly, the post should be sufficiently far back to prevent damage by road maintenance activities.
The number blade shall be a minimum of 150mm (6 inches) in height x 360mm (14 inches) in width. The numbers shall be a minimum of 120mm (4.75 inches) high, reflective and on both sides of the plate on which it is attached to.
The numbers shall be of white, engineering grade, reflectorized 3M Scotchlite or approved equivalent background.
IMPORTANT: Property owners are reminded to be aware of any underground utilities before installing posts (i.e. gas, telephone, hydro, etc.)
Settlement Areas
New subdivision, authorized under Section 50 of the Planning Act, which exist within settlement areas as identified in the Township Official Plan, may have numbers affixed to the main building/dwelling, if this is agreed in the subdivision agreement. These numbers must be a minimum of 130 mm (5 inches) in height and clearly visible from the road including at night.
c. Time Limit
Due to the important nature of properly identifying properties (Emergency response) residents will be required to erect or permanently attach to the building the appropriate property identification sign numbers bearing the address assigned by the Township prior to receiving occupancy permits. Properties found to be occupied without appropriate civic addresses may be installed by the Township at the owners expense.
It is the responsibility of the owner and/or resident of the property to which the number applies to ensure the upkeep and maintenance of ALL property identification sign.
Upon receipt of all applicable fees for civic addressing, pursuant to the Township's User Fee By-law, the Township shall supply a Number Blade displaying the property's designated Civic Address.
5. GENERAL NUMBERING SYSTEM
a. The civic addressing system throughout the County generally follows the "Crown Survey" within the County of Elgin (see below Image 1). A sequence of numbers has historically been assigned to each municipality, pre amalgamation (see below Image 2).
Image 1:
Image 2:
b. West-East numbers, in the County of Elgin, begin at a baseline west of the County at 20,000. These numbers increase towards the east.
From a known point of origin (i.e. intersection, property line, or numbered building), a linear measurement should be taken parallel to the front property line, to the centre of the driveway. When there are two or more driveways for a lot, the address will be allocated based on the principle driveway access leading to the main structure and the expected direction from which the emergency personnel are most likely to come.
c. In assigning new numbers in rural areas two numbers shall be allotted for every 5 meters (16.5 feet) of frontage (one number and one even number on each side).
d. In assigning new numbers in the settlement area, numbers will increase by single intervals for each building.
e. As much as it is practical in both rural and settlement areas, even numbers shall be allotted for the east and north sides of the street.
f. As much as is practical in both rural and settlement areas, odd numbers shall be allotted for the west and south sides of the street.
g. The same number shall not be repeated when the prefix to a street name is the . For example, if there is a 510 Highland Road, there cannot be a 510 Highland Street.
6. NEW ROADS
a. Upon creation for a plan of subdivision, consent, etc., a new road may be created based on the requirement of the Township's Naming Policy.
b. The creation of Civic Numbers for a new road will be based on this policy, establishing a Civic Address for each property along the new road.
7. GATED/PRIVATE ROADS (CREATED VIA VACANT LAND CONDOS)
a. Properties located on a gated road will receive a Civic Number in the same manner as properties on any other Roads.
b. In the event that a gate is locked, the Township has the authority as per Section 436(1) of the Municipal Act, 2001, as amended and Section 13(1) of the Fire Protection and Prevention Act, of forcing entry to the property or until such a time as the Owner is available to provide access.
8. BOUNDARY AND COMMON ROADS
Municipal boundary roads may need to be numbered independently from other roads, in order to be consistent with neighbouring municipalities. In circumstances where a road access to a property crosses a municipal boundary, the municipality will coordinate with the neighbouring municipality to ensure consistency. Numbers on both sides of the road should be uniform.
9. MULTIPLE DWELLINGS
a. Additional Dwelling Units (ADU), Secondary Suites:
Any new dwelling unit (ADU) within a home within the Township of Southwold, shall have a municipal number affixed in a permanent fashion at or near the entrance door to any dwelling unit. Any new detached ADU within the Township of Southwold shall have signage at the main dwelling, indicating that there is a detached ADU at another location on the property (example rear).
At the time of the Occupancy inspection, municipal addressing is to be in place and permanently affixed to the dwelling in a manner as prescribed in Section 4b of this policy. In the case of ADUs that number shall be as follows:
##-1 (main floor units)
##-2 (for basement units)
##-3 (for second storey units)
Multiple separate dwellings on the same level will be identified by unit letters along with the numbering outlined above (e.g. Two units on the main floor of a residence would be identified as: Unit A, 668-1 Perry Lane, and Unit B, 668-1 Perry Lane, while a third basement unit at the same address would be 668-2 Perry Lane).
In the case of dwelling units on an elevation other than the front, there is required to be signage near the front door stating that there are additional units around the side and/or rear of the building.
In the case of a detached ADU on the property, there is required to be signage near the front door of the primary dwelling stating that there is an ADU around the side/rear of the building.
b. Apartment Buildings or Multiple Attached Dwelling
An apartment building or multiple attached dwelling (e.g. building composed of row/townhouse units, units that form part of a vacant land condominium) on one apparent block of land with a common access is given one Civic Number, and each Unit(s) is assigned a unit number.
An apartment building that has multiple floors with Units on each floor may be numbered as Basement (B1, B2, etc.); First Floor (101, 102, etc.); Second Floor (201, 202, etc.)
On-street housing projects (e.g. semi-detached or townhouse dwellings, vacant land condos which front on municipal roads) which have direct access to the Road (except Private Roads) for each Unit will be assigned a separate Civic Number.
c. Single Family Dwellings Part of Vacant Land Condominium Plan
Single Family Dwellings that are part of a Vacant Land Condominium will be assigned unit numbers. Private roads within Vacant Land of Condominium may be named in conjunction with the Township's naming policy, however civic addressing will be assigned based on the number assigned at the municipal road with units being allocated within the condominium, plan (i.e. private roads may be used for marketing a development but do not relate to civic addresses). Vacant Land Condominium buildings that front on a municipal road will follow the numbering sequence fronting on the municipal roadway.
10. MOBILE HOME PARKS
a. Mobile Homes may receive Civic Numbers based on the internal road they front on in the Mobile Home Park and a separate Civic Number for each Mobile Home (e.g. Mobile Home Site Example Road, #1).
b. Alternatively, the whole of the Mobile Home Park may be assigned one Civic Number with each Mobile Home given a unit letter provided there are intersection signs on all internal roads to show the ranges of the unit letters (e.g. #1001 Mobile Home Park Example Road, Unit A).
11. COTTAGE RESORT, TRAILER/RV PARKS OR CAMPGROUNDS
A cottage resort, trailer park, or recreation vehicle park or campground shall be assigned one Civic Number and the individual units or sites may be identified by their internal unit or site numbers for a large unit range (e.g. #101 Trailer Park Road, Site 1).
12. MULTIPLE COMMERCIAL/INDUSTRIAL
a. A multiple occupancy commercial/industrial building, such as a shopping plaza, on one apparent block of land with a common access is given one Civic Number and each unit is assigned a unit letter (e.g. #1001 Shopping Plaza Road, Unit A).
b. A multiple occupancy commercial/industrial building with no common access but individual entrances with direct access to the Road shall be assigned a separate Civic Number for each Unit (e.g. #1001 Shopping Plaza Road, #1002 Shopping Plaza Road, etc. ).
13. SPLIT DRIVEWAYS
a. A "split driveway" is one common entrance from the road but splits into two separate driveways, still within view of the road.
b. When travelling on the road approaching the property, the first Number Blade is placed at the first side of the entrance and the second Number Blade is placed on the opposite side of the entrance.
c. The first Civic Number is derived from the actual measurement point distance calculations, while the second Civic Number is assigned based on the first Civic Number's calculations.
Residents with dwellings services by split driveways are required to install an additional number blade on the front of each respective residence, with clear visibility from the driveway.
14. SHARED DRIVEWAYS
a. A "shared driveway" is one common entrance for two or more properties, but the driveway split is not visible from the road.
b. When travelling on the road approaching the property, one Number Blade is placed on one post where the shared driveway entrance meets the road. A separate Number Blade is assigned and is placed at the intersection of the entrances for each driveway split.
Residents with dwellings serviced by shared driveways are required to install an additional number blade on the front of each respective residence, with clear visibility from the driveway.
15. CORNER LOTS
Corner lots will be allocated a Civic Address on the road which provides the approved entrance to the property.
16. CONTINUITY OF NUMBERING
a. Civic Numbers will continue consecutively along the full length of a road, even if the road crosses a Township boundary (unless otherwise decided upon by the Civic Address Coordinator).
b. In general, where the is a jog in a road, or two roads meet with a section in common, the Civic Numbers will continue consecutively on the higher (public) order road.
17. COORDINATION WITH EXISTING CIVIC ADDRESS NUMBERING IN SETTLEMENT AREAS
An established Civic Number system within a Settlement Area will remain and be utilized, so long as they have sequential numbering with odd and even numbers on opposite sides of the road and they can be worked into the surrounding number sequences.
18. CURVILINEAR STREETS
a. Crescents
The general orientation of a crescent is used to determine whether it is on the north-south or east-west axis. Odd and even numbers are assigned accordingly.
b. Cul-De-Sacs
The general orientation of the cul-de-sac is used to determine whether it is on the north-south or east-west axis. Odd and even numbers are assigned accordingly.
The mid point in the bulb of the cul-de-sac is used to define the split. Where the street name of the dead-end circle is the same as the street name of the main street, the numbers from the main street are carried into the circle.
19. ISSUING NEW/REVISED CIVIC NUMBERS AND NOTIFICATIONS
a. Civic numbers for existing vacant lots and for new lots created by consent (severance) will be issued when the Owner or contractor submits a request for a civic address number.
b. In order to determine a Civic Number, the location of the driveway must be shown on a plan and approved by the Township, County, or Ministry of Transportation.
c. For new Civic Numbers, every attempt will be made to ensure that the new number is consistent and logical with any current numbering system on that section of roadway as shown on addressing maps. The Civic Address Coordinator will make every attempt to create a new Civic Address that does not directly affect established Civic Addresses on the Road. However, if necessary, other Owners may be affected by said new civic numbers and may be subject to the costs associated with updating their Civic Address should a revised number be issued.
d. For a Civic Address that is reassigned by the Township, the affected Owner(s) is invoiced for the new Number Blade. All affected Owner(s) are notified in writing of any Civic Address change.
e. Where a property is addressed with a Civic Number and Unit number or letter, the Civic Address Coordinator will ensure that any new or existing Number Blade at the end of the driveway reflects the unit numbering and lettering.
f. If a driveway entrance is moved/relocated, the Civic Address may require adjustment (initiated by either the property owner and/or the Township).
g. No Owner shall determine, erect, modify or replace a Civic Number and/or Number Blade not authorized by the Civic Address Coordinator.
h. A fee for new Civic Number and/or Number Blade, as per the current Township User Fees By-law, per affected property will be charged to the proponent of a road alignment change which is due prior to any changes being carried out by the Township.
i. The Civic Address Coordinator, in conjunction with the municipal Clerk's department is responsible for notifying emergency services within five (5) days of any new or revised Civic Addresses, by circulating a notice to the contact list below, as amended from time to time:
County of Elgin
Bell Modifications (911 Service Provider)
Ministry of Health
OPP
Central Ambulance Communications (London)
Elgin St. Thomas EMS
Tillsonburg Fire Dispatch
Southwestern Ontario Student Transportation Services (STS)
Canada Post - St. Thomas
Hydro One
Bell Canada
Enbridge Gas
Statistics Canada
Garbage Collection Services
Recycling Collection Services
MPAC
Township Communications and Community Services Clerk
Township Asset Management and GIS Coordinator Clerk
Township Deputy Treasurer
j. The Request for Civic Address Form is available at the Township office, from the Township webpage, and included as Appendix "A" pf this policy.
20. REQUESTING AND INSTALLING CIVIC ADDRESSING NUMBERS
a. An Owner may request a Civic Address by completing the "Request for Civic Address" form, as included as Appendix "A" of this policy.
b. Upon assigning a new Civic Number, the Civic Address Coordinator will place an order for a Number Blade.
21. FEES
A fee, as per the current Township User Fees By-law, to cover the cost of the Civic Number, Number Blade and/or post will be paid by the Owner or their representative at the time the request application is submitted.
Fees may be waived at the Civic Address Coordinator's discretion.
22. INSTALLATION
a. The Civic Address Coordinator or agent is responsible for the installation of all Number Blades and posts, where applicable.
b. The Owner or agent will be responsible for the installation in the following instances:
i. Replacement Number Blades (supplied by the municipality);
ii. In Settlement Areas where the address is affixed to a building;
iii. Multiple unit buildings/properties;
iv. Where the sign is attached directly to a structure.
The Civic Address Coordinator or agent may inspect the installation to ensure compliance with installation instructions.
23. MAINTENANCE
a. All owners of properties affected by provisions of this policy shall keep and maintain in good condition their Civic Number, Number Blade, and/or post, as the case may be.
b. Every Owner or occupant shall ensure that the Number Blade and civic address is always visible and kept unobstructed by vegetation, structures, snow accumulation or any other screening.
24. PROHIBITION
No owner or any person shall relocate a Number Blade or a Number Blade and post without prior authorization by the Township or remove a Number Blade or Number Blade and post, once posted, except for immediate repair by the owner or the Township.
25. REPLACEMENT OF CIVIC ADDRESS NUMBER BLADES AND/OR POSTS
a. Where a Number Blade and/or post is missing or illegible due to actions of the Owner or his/her agents, the Owner shall be responsible for the repair or the replacement of the Number Blade and/or post immediately.
b. If the property does not have a Number Blade posted in accordance with the provisions of this policy, the Civic Address Coordinator may give the owner written notification that the Number Blade (and/or post) is missing, illegible or otherwise not in compliance with this By-law and that the Owner is required to rectify, within 30 days of the mailing of notice.
c. If after 30 days of the mailing of the notice, the situation is not rectified in compliance with this By-law, the Township may make any installations or repairs that it deems appropriate, at the cost of the Owner and in an amount sufficient to cover labour, administration and material costs.
d. A Number Blade and/or posts requiring replacement on Public Roads as a result of Township maintenance operations shall be replaced by the Township through the Township levy. A number Blade and/or posts requiring replacement on Private Roads as a result of the Owner's contractor operation shall be replaced at the Owner's expense.
26. LIABILITY
That the Township shall not be liable for any loss, cost, or expense which the Owner(s) of land may incur as a result of a Street/Road Name Sign (for private roads) or Number Blade and/or post being damaged, missing, obstructed or illegible.
27. COSTS AND SUPPLIER
The Township shall maintain a supply of replacement Number Blades and posts. The Owner/agent of the sign shall be charged, as per the current Township User Fees By-law, by the Township for:
i. A new Civic Number, Number Blade, or post;
ii. The replacement of a Number Blade, or post.
The Treasurer/Tax Collector of the Township is authorized to apply to the property owner of the sign to have any uncollected costs associated with the provision of a new Civic Address, Civic Number, Number Blade, post, and/or the installation or replacement of the Civic Address, Civic Number, Number Blade, post, to the corresponding property listing in the current tax roll for collection in the same manner as municipal taxes.
28. RECORDS OF CIVIC ADDRESSES
That, for the purposes of civic addressing and public safety, the Civic Address Coordinator in conjunction with the GIS/Asset Management Coordinator and Clerk's Department shall keep a record of Civic Numbers assigned. once the Civic Addressing By-law is passed, only the approved 9-1-1 Street/Road Names and Civic Numbers shall be displayed.
| Version | Effective Date | Revision Notes |
|---|---|---|
| 01 | Original Policy |
Related Policies:
Appendix "A" - 911 Number Request Form
_________________________________________________________________________________________________________________
TOWNSHIP OF SOUTHWOLD
GENERAL
POLICY AND PROCEDURE MANUAL
| Title: Road Naming Policy | |
| Number: GP-03-01 | Type: Policy |
| Effective Date: 2024-06-24 | Last Review Date: 2024-06-04 |
| Approval: Council | Review Frequency: As Needed |
| Applies to: All Highways in he boundaries of the Township | |
| Required by: Infrastructure and Development |
Table of Contents
1. PURPOSE
2. OBJECTIVES
3. DEFINITIONS
4. GENERAL PROVISIONS
5. NAMING PRINCIPLES
6. PRIORITIZATION
7. SPECIFIC CRITERIA FOR COMMEMORATIVE NAMING
8. PROCESSES
9. PUBLIC CONSULTATION
10. MUNICIPAL NAMING WORKING GROUP
APPENDIX "A" - NAMING APPLICATION FORM
APPENDIX "B" - HIGHWAY NAME TYPE DESIGNATIONS
1. PURPOSE
This policy established the processes and criteria for naming, renaming or dedicating Municipal highways, including the methods by which the public may provide suggestions and comments.
2. OBJECTIVES
The main objectives of this policy are:
To continue the current practice of naming municipal roads after significant geographical, neighbourhood and historical elements;
To recognize, on an exceptional basis, significant contributions that organizations or individuals have made to public life and the well-being of the people of Southwold;
To provide direction on how to apply for approval to name, re-name or dedicate a municipal highway;
To ensure the application of a defined consultation process to encourage community participation;
To ensure a clear, efficient and timely highway naming process;
To ensure the application of key criteria to determine the validity of a commemorative name;
To ensure the compilation of a comprehensive Names Registry to act as one central repository for all approved names for highways;
To provide for a working group that is responsible for developing recommendations with respect to naming of specific municipal highways for Council's consideration.
3. DEFINITIONS
For the purpose of this Policy, the following definitions shall apply:
Wherever a word is used in this Policy with its first letter capitalized, the term is being used as it is defined in this Section. Where any word appears in ordinary case, its regularly applied meaning in the English language is intended. Defined terms may be used throughout this policy in different grammatical contexts.
Civic Address - means the civic number, including the unit letter where applicable, and road name assigned to a particular building or lot.
Civic Address Coordinator - means an individual appointed by Council for the Township to carry out duties for civic addressing within the Township.
Civic Number - means the number (including the unit letter, where applicable) assigned for the Township for the purpose of identifying the building or lot.
Commemorative - shall refer to the official naming of a municipal highway after a person, persons or family name.
Highway - means a common and public highway or a portion thereof under the jurisdiction of the Township, and includes any bridge, trestle, viaduct or other structure forming part of the highway.
Municipal Names Registry - a central repository of all approved names for highways, including names submitted that qualify, but may not be chosen by for a particular highway, but that could be considered for future. It shall also include records related to the history of the names selected for the highway, when previously recorded for use as street names and/or as of the date of implementation of this policy. The Registry includes names of previous Mayors and Council members and the remaining names of Township veterans killed in action, not previously recognized.
Naming Rights - refers to the granting by the owner of the right to name a piece of property or portions of a property, typically in exchange for financial consideration.
Number Blade - means a sign that is affixed to a support structure adjacent to the Private Road or Highway for the purpose of displaying the Civic Number of the building or lot to which the sign relates (blue 9-1-1 sign).
Private Road - means single or multi-lane path accessible to vehicles that is not under jurisdiction of the Township, County, or the Province.
Public Road - means single or multi-lane Highway or path accessible to vehicles that is under the jurisdiction of the Township, County, or the Province.
Road - means a Highway/Public Road or a Private Road.
Street/Road Name Sign - means a type of traffic sign used to identify named roads and are most often found posted at intersections and are usually in perpendicular oriented pairs identifying each of the crossing streets/reaods.
Township - means the Corporation of the Township of Southwold.
4. GENERAL PROVISIONS
The naming, renaming and dedication of Highways shall be the responsibility of the Council of the Township of Southwold. Council may, at any time, direct that a specific name be used for a specific Highway. The intent of naming is for permanent recognition. The renaming of Highways is strongly discouraged as it significantly impacts numerous individuals, Township departments and the community.
5. NAMING PRINCIPLES
Naming Principles when a Highway is named, renamed or dedicated, the following principles shall be applied:
a. Names shall be unique; name duplication and similar sounding or spelled names shall be avoided. This includes for jurisdictions immediately adjacent to the Township, whenever possible (i.e. names in St. Thomas should be avoided for use in Talbotville, for instance).
b. Names should give a sense of place, continuity, belonging and celebrate the distinguishing characteristics and uniqueness of Southwold.
c. Names should maintain a long standing local area identification with the residents of Southwold.
d. Names should promote pride in the Township of Southwold, acknowledge local heritage, history, and recognize unique features and geography (such as names that relate to local history, places, and events, native wildlife, flor, fauna and natural features or unique characteristics of a neighbourhood or area).
e. The rationale associated with the use of a particular name shall be understandable to the majority of Township residents;
f. Names shall not be discriminatory, derogatory, or political in nature; names conveying a secondary negative or offensive connotation, any sexual overtones, inappropriate humour, slang, or double meanings shall be avoided;
g. The re-use of former street names shall be discouraged to avoid confusion with property records management;
h. Names shall assist with emergency response situations by being consistent with street names and geographical locations;
j. Names may, on an exceptional basis, honour the significant contributions of an individual or family;
k. Names may recognize the contributions of organizations such as a partnership with or without financial contributions;
l. The form of signage shall be consistent with Township signage guidelines;
m. The cost associated with a naming/renaming (including but not limited to signage, ceremonial costs, legal costs, etc.) will be the responsibility of the Township when the naming/re-naming has been initiated by the Township and will be the responsibility of the community or Corporate entity when the naming/re-naming has been initiated by the community/Corporate entity;
n. The Council of the Township of Southwold makes all final decisions concerning what is placed or occurs on Township property;
o. Naming in honour of elected or appointed public officials, Township administrative officials or staff shall occur posthumously;
p. Municipal Assets are not intended to provide the facilities and/or function of memorial purposes normally found at cemeteries.
6. PRIORITIZATION
Priority shall be given to naming, re-naming or dedicating Highways after:
a. The most dominant "constant feature either within or nearby" the selected Highway such as an associated significant ecological or natural resource feature;
b. A historical name related to Southwold's heritage and/or historical folklore;
c. An event or person of international, nation, or provincial significance; or
d. An organization or individual (with the exception of public officials or Township staff, unless posthumously) to recognize;
e. Particular activities and significant contributions to the community; and/or
f. Outstanding contributions made toward the development and/or enhancement of a property or building.
7. SPECIFIC CRITERIA FOR COMMEMORATIVE NAMING
Where the commemorative naming of a Highway, is being requested, at least one of the following criteria shall apply:
a. The nominated individual shall have demonstrated excellence, courage or exceptional service to the citizens of the Township of Southwold, the County of Elgin, the Province of Ontario and/or Canada, including veterans of military conflicts;
b. The nominated individual shall have an extraordinary community service record;
c. The nominated individual shall have worked to foster equality and reduce discrimination;
d. The nominated name has historical significance.
Where the name of an individual or organization is so used, approval shall be obtained from the individual (his/her family) or the organization for such naming.
Single Use
A commemorative name should only be used once. A single use of a commemorative name shall apply as of the effective date of this policy.
Renaming of Commemoratively Named Assets
The names of Highways named commemoratively should not be changed unless it is found that the individual's personal character is or was such that the continued use of their name for a Highway would not be in the best interest of the community.
Municipal Names Registry
All approved names from the Municipal Names Registry for use associated with Municipal Assets will be available publicly. The public listing shall apply to names approved as of the effective date of this policy.
8. PROCESSES
a. Receipt of a Proposed Street Name: Township staff receives a written request by the proponent or developer for a name(s) which includes a sketch of the proposed highway location. The developer may provide a list of proposed themes or choices available for use from the Municipal Names Registry and request their choice. The form attached as Appendix A should be used.
b. Processing of the Street Name Request: Processing the application involved confirmation of criteria, discussion with the proponent or developer and the applicable departments/external stakeholders including Emergency Services. A meeting of the Municipal Naming Working Group may be held. Public consultation shall not be required for the naming of a street. The Township shall inform the developer if the name is known to conflict with existing street names at either the local or county level or is otherwise unacceptable to any of the parties consulted and shall provide the reason why the name is not acceptable. The Street Type designations shall be applied in accordance with the Appendix B to this policy. Where a request for a commemorative street name has been made which is not already on the Municipal Names Registry, the name will be vetted through the investigation and criteria evaluation process of this policy and the processing may include consultation with the Municipal Naming Working Group.
c. Assigning Name from the Municipal Names Registry: Where the proponent is also the owner or developer of a project, a name from the Municipal Names Registry may be reserved for use in that particular development. The proponent reviews an up-to-date Municipal Names Registry for the name(s) selection, including names approved by Council specifically for use within the proponent's project. Street Type designations shall be applied in accordance with the Appendix B to this policy.
d. Approval of Names: A report is presented to Council using the suggested street name(s) after consultation with the Municipal Naming Working Group for approval.
e. Implementation of Approved Nomination: Upon passage of a road opening, naming and establishing by-law, implementation of the approved name is undertaken. This involved final notification to the developer and may involve an official unveiling ceremony with respect to commemorative names, with the presentation of signage to be erected at the site. Special signage containing the Poppy symbol shall be used to recognize all streets named in honour of veterans.
f. Maintenance of Municipal Names Registry: Township staff shall maintain records related to the history of the approved street names. Names that are approved by Council without assignment for a specific Highway shall be placed on the Registry and shall be available for future use.
9. PUBLIC CONSULTATION
Periodic notice/public consultation shall be undertaken to establish the Municipal Names Registry initially and to ensure that it contains an adequate number of potential names. The public consultation period shall last a minimum of 30 calendar days. Written submissions and/or petitions received during the public consultation phase must be verifiable. To that end:
a. Each written submission must include the submitter's full first and last name;
b. Petitions must be addressed to the Township of Southold and request a particular action within the authority of Council;
c. Petitions must be legible, typewritten, or printed in ink;
d. The text of a petition must be listed at the top of each page for multiple page petitions. Pages should be numbered and the total number of pages indicated;
e. A petition must be appropriate and respectful in tone, and must not contain any improper or offensive language or information;
f. Each petitioner must print and sign his/her own name. A paper petition must contain original signatures only, written directly on the petition;
g. Each petitioner must provide his or her full address.
h. For electronic petitions, petitioners must provide name, address and a valid e-mail address; and
i. A petition must clearly disclose on each page that it will be considered a public document and that the information contained in it may be subject to the scrutiny of the Township and other members of the general public. Township staff will provide the final decision on a proposal to individuals who submit a comment under the public consultation component, if requested, and provide a copy of the Commemorative Naming policy and information sheet, when necessary.
10. MUNICIPAL NAMING WORKING GROUP
The Municipal Naming Working Group, a staff-Council working group, is composed of the following representatives:
- Mayor (or designate)
- CAO/Clerk (or designate)
- Fire Chief (or designate)
- Director of Infrastructure and Development (or designate)
Furthermore, in instances where the proposal is of a "City-wide" nature or significance, the CAO/Clerk may recommend that a chair (or designate) of committee of Council (i.e. Keystone Committee, Parks Committee, etc.) or local service club (Optimist Club, Rosy Rhubarb, etc.) be invited to participate on the Municipal Naming Working Group.
APPENDIX A - NAMING APPLICATION FORM
APPENDIX B - HIGHWAY NAME TYPE DESIGNATIONS
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