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October 28, 2003 Minutes COUNTY OF ELGIN Tuesday, October 28,2003 The Elgin County Council met this day at the Administration Building, at 1 :04 P.M. for a Special Meeting to discuss realignment of Clachan Road in the Municipality of West Elgin, with all members present except Councillors Mcintyre and Crevits (arrived 1 :06 P.M.). Warden Wilson, in the Chair, called the meeting to order. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF- None. Moved by Councillor Habkirk Seconded by Councillor Stewart THAT we do now move into Committee Of The Whole Council. - Carried. ClACHAN ROAD ALIGNMENT The Chief Administrative Officer highlighted the details leading up to the request for the Special Meeting. Council had previously adopted a recommendation allowing for funding in the amount of $10,000 to review and move the proposed alignment of Clachan Road away from very close proximity to resident properties. Also, poor soil conditions have been found at the site and measures would have to be taken to remove the poor soil and fill with appropriate material. The estimated cost for the realignment has come in much higher than anticipated and additional funding of $55,800 may be required. The contingency fund that would normally be drawn from has been nearly depleted. The Municipality of Chatham-Kent, who designed the realignment of the roadway, has agreed to fund 50% of the additional costs to move the road back to its original location. Council discussed sharing of costs, when the responsibility rests with Chatham-Kent, and the possibility of recovering all costs from them; moving the roadway back to its original location; drainage and road integrity; staff review of drawings; encroachment agreements between the County and the affected residents; rights-of-way searches; time and expense involved; among other issues. Staff was directed to investigate encroachment matters and report back to Council on what land is actually necessary for road widening to minimize land transfers. Moved by Councillor VanBrenk Seconded by Councillor Faulds THAT staff be authorized and directed to realign Clachan Road to the west by approximately 1.75 metres at an estimated cost of $55,800.00, 50% of which is to be shared with Chatham-Kent with the County's share coming from the Millrate Stabilization Reserve and that any resolution contrary to this be rescinded; and further, THAT the Manager of Engineering Services review the right-of-way dimensions and property lines in the project area and report back to Council. - Carried. OTHER BUSINESS Statements/InQuiries by Members The Manager of Engineering Services advised Council of the following: 1. A new section of Lakeshore Line has been closed. County Council 2 October 28, 2003 2. A section of Plank Line would be closed to begin culvert repair, which would take approximately two weeks. Stabilization of slopes would be done when culverts are replaced and it was noted that the entire road needs attention. 3. As requested by Council on October 21, 2003, contractors are paid $40 per sign for installation. Councillor McPhail noted that Lord Elgin had attended a ceremony at the St. Thomas Armouries and that the Warden had not been invited. Councillors expressed their displeasure at the lack of protocol involved in not requesting County representation at the event. Staff was directed to forward a letter to the Minister of Defence expressing Council's displeasure and requesting that the County be informed of any such events in the future. The letter would be copied to the Prime Minister, local MP, and Regional Commander for the Armouries. Notice of Motion - None. Matters of UrQency - None. Moved by Councillor McPhail Seconded by Councillor VanBrenk THAT we do adopt the recommendations of the Committee Of The Whole Council. - Carried. BY-lAWS Moved by Councillor Habkirk Seconded by Councillor Stewart THAT By-Law No. 03-35 "A By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the October 28th, 2003 Meeting" be read a first and second time. - Carried. Moved by Councillor Crevits Seconded by Councillor Faulds THAT By-Law No. 03-35 be read a third time and finally passed. - Carried. Moved by Councillor Rock Seconded by Councillor VanBrenk THAT we do now adjourn at 1 :51 P.M. to meet again on November 25,2003 at 9:00 AM. - Carried. Mark G. McDonald, Chief Administrative Officer. John R. Wilson, Warden.