The Regular Meeting of City Council was held in the Council Chambers, City Hall, 200 Craig Street, Duncan, BC at 7:30 p.m., May 8th, 2000.

Present:
Mayor Michael Coleman;
Councillors Mike Caljouw, Sharon Jackson, Phil Kent, Martin Lukaitis, Geoff Maxwell and Ernie Moon.

Also Present:
Paul Douville, City Administrator.

His Worship Mayor Michael Coleman opened the Council Meeting with a prayer and called for order.

Adoption of Minutes
Movd. Councillor M. Lukaitis
Secd. Councillor G. Maxwell
THAT the Minutes of the Regular Meeting of City Council held on April 25th, 2000 be adopted.
Carried.

Communications

Access Awareness Day
Movd. Councillor P. Kent
Secd. Councillor S. Jackson
THAT June 3rd, 2000 be proclaimed "Access Awareness Day" in the City of Duncan as requested by the Social Planning and Research Council of British Columbia and endorsed by the Union of BC Municipalities in their April 7th, 2000 letter.

Carried.

Major Hoey V.C. Memorial Ceremony August 15th, 2000
For consideration was a letter dated April 24th, 2000 from the Burma Star Association, Victoria Branch.

Movd. Councillor S. Jackson
Secd. Councillor M. Caljouw
THAT the Council of the City of Duncan express delight with the proposed visit of members, spouses and guests of the Burma Star Association on August 15th, 2000 (Tuesday) and the proposed service to honour Major Charles Hoey;
AND THAT the matter be referred to the City Administrator to organize the details and logistics;
AND THAT the 1 or 2 buses and private vehicles be permitted to park on the west-side of Duncan Street between 12:00 noon and 2:00 p.m. on August 15th, 2000.

Carried.

Banner - Cowichan Exhibition Society
Movd. Councillor P. Kent
Secd. Councillor M. Lukaitis
THAT the Council of the City of Duncan authorize the display of the Cowichan Exhibition Banner from the banner poles adjacent to the east-side of the Trans Canada Highway and south of the Cowichan River from August 14th - September 11th, 2000 as requested in the May 1st, 2000 letter from the Cowichan Exhibition.
Carried.

Cowichan Exhibition - Policing Costs
For consideration was a letter dated May 1st, 2000 from the Cowichan Exhibition Society again requesting a grant for policing costs. In our letter dated July 14th, 1999 to the Society, Council again suggested that the additional policing costs be budgeted in their annual budgets by perhaps adding $.25 to the admission ticket price. Mr. Douville advised that he contacted the Secretary/Manager who said that the Board of Directors considered Council's suggestion and decided not to implement it. Ms. Heyer said that the admission fee for Friday and Sunday is $6.00 and $7.00 for Saturday. She said that they get a lot of complaints about these admission charges and thus they decided not to increase them. She further advised that if they did increase the fees, they would want to go to a whole dollar increase rather than a partial dollar.

Movd. Councillor E. Moon
Secd. Councillor S. Jackson
THAT the Council of the City of Duncan deny the May 1st, 2000 grant request from the Cowichan Exhibition Society regarding policing costs for the Fall Fair.

Carried.
Councillor Kent dissenting.

Rivard Productions - Filming Totem Poles
For consideration was a letter dated May 4th, 2000 from Les Productions Rivard Inc. of Winnipeg, Manitoba.

Movd. Councillor S. Jackson
Secd. Councillor P. Kent
THAT the Council of the City of Duncan gladly authorize Rivard Productions from Winnipeg, Manitoba to film our Totem Poles on May 16th, 2000 for "The Ravens" episode of their "Unique au monde II" documentary film series;
AND THAT Council express appreciation to the DBIAS for providing the Totem Tour Guide to assist Rivard Productions in this endeavour.

Carried.

Christian Youth Rally - Centennial Park
For consideration was a letter dated May 8th, 2000 from Anne Muller, 1204 Bazett Road.

Movd. Councillor S. Jackson
Secd. Councillor M. Caljouw
THAT as requested in the April 8th, 2000 letter from Anne Muller, Council authorize the staging of a Christian Youth Rally in Centennial Park from 6:30 p.m. to 9:00 p.m. on June 10th, 2000 and to use the washrooms building subject to the following terms and conditions:

1. Music and P.A. System volume must be kept at a reasonable level.
2. Volume will be reduced if a request is received from a resident in the vicinity of Centennial Park or City Officials.
3. Payment of a $300.00 damage deposit, which will be returned if the Park and facilities are left in an undamaged and clean condition.
4. Since approximately 200 youth may participate and parking is very limited at Centennial Park, a shuttle service to and from the Park be provided.
5. The organizers of the event hold harmless the City of Duncan from any and all possible liability claims related to the event.
6. The organizers arrange for a minimum public liability insurance coverage of $1,000,000. for the event and that a copy of the policy be provided to the City Administrator.
Carried.

Reports of Standing Committees

Finance Committee

Warrant No. 04-2000
Movd. Councillor E. Moon
Secd. Councillor G. Maxwell
THAT Warrant No. 04-00 covering General Account cheque numbers 101176 - 101306 in the total amount of . . . . . $277,172.73
Payroll Account
- Payroll #08 covering cheque
numbers 0158 - 0167 in the total
amount of . . . . . . . 26,576.03
- Payroll #09 covering cheque
numbers 0168 - 0192 32,359.58
GRAND TOTAL . . . . . . $336,108.34.
be ratified.
Carried.

Public Works Committee

Public Works Crew
Councillor Caljouw, Chair of the Public Works Committee, publicly commended the Public Works Crew for the excellent and professional work they do on an ongoing basis.

Reports of Special Committees

Building Statistics Report - April 2000
Movd. Councillor P. Kent
Secd. Councillor S. Jackson
THAT the Building Statistics Report for April 2000, as prepared by Dave Sanders, Building Inspector/LAFC, be received, the contents noted and filed.

Carried.

Duncan/North Cowichan Joint Utilities Board

JUB Cost - Electoral Area "E"
For consideration was a letter dated April 26th, 2000 from the Secretary/City Administrator.
Movd. Councillor M. Lukaitis
Secd. Councillor S. Jackson
THAT the Duncan/North Cowichan Joint Utilities Board acknowledge with appreciation the receipt of the $96,966.69 share of JUB Costs for Electoral Area "E";
AND THAT the interest of $3,318.87 invoiced by JUB on February 1st, 2000 be waived in light of the scenario outlined in the March 14th, 2000 letter from the CVRD Manager of Engineering Services.
Carried.

Junior Council Meeting

Bicycle Paths and Traffic Signals
Movd. Councillor M. Caljouw
Secd. Councillor P. Kent
THAT the Junior Council resolutions regarding bicycle paths and traffic signals at the Festubert Street/Coronation Avenue intersection be referred to the Public Works Committee for recommendation.
Carried.

Condom Dispensers
Movd. Councillor M. Lukaitis
Secd. Councillor M. Caljouw
THAT the request of the Junior Council to have condom dispensers installed in the new public washrooms on Canada Avenue be denied.

Carried.

Councillor Moon dissenting.

It was the consensus of the majority of Council that such dispensers would be quickly vandalized in this unsupervised building. The Administrator advised that he communicated this request to School District 79 and the Cowichan Community Centre Commission as requested the Junior Council resolution.

Downtown Career Centre
Movd. Councillor G. Maxwell
Secd. Councillor M. Caljouw
THAT the request of the Junior Council for City Council to promote the Downtown Career Centre more widely and effectively be received and filed.

Carried.

462 Duncan Street - Possible Notice on Title
Movd. Councillor M. Caljouw
Secd. Councillor s. Jackson
THAT Council invite the owners of 462 Duncan Street (Lot 3, Block 1, Section 17, Range 6, Plan 854, LD45), H & M Brake Ltd., to attend the May 23rd, 2000 (Tuesday) meeting of City Council to discuss the following proposed considered action:

"THAT according to Section 700 of the BC Municipal Act, City Council adopt a resolution to File a Notice on Title of 462 Duncan Street (Lot 3, Block 1, Section 17, Range 6, Plan 854, LD45) in the Victoria Land Registry stating that:

a) a City Council resolution relating to that land has been made under Section 700 of the BC Municipal Act, and
b) further information about it may be inspected at the offices of the City of Duncan:

i) No foundation under rear wood framed building addition contrary to the BC Building Code;
ii) Inadequate fire resistance rating on south-side of this addition also contrary to the BC Building Code;
iii) No Site Plan provided and no Building Permit secured nor any required inspections completed."

Carried.

2003 BC Seniors'
Games
For consideration were recommendations from the May 2nd, 2000 Joint Council Meeting of the City of Duncan and the District of North Cowichan.

Movd. Councillor M. Caljouw
Secd. Councillor M. Lukaitis
THAT Council agree "In Principle" to proceed with the Joint Application to host the 2003 BC Seniors' Games (i.e. District of North Cowichan and City of Duncan) subject to determination of the cost of a formal presentation submission to the BC Seniors' Games Society.

Carried.

Movd. Councillor S. Jackson
Secd. Councillor P. Kent
THAT the Councils of the District of North Cowichan and the City of Duncan request financial assistance from the Cowichan Valley Regional District (CVRD) towards the $30,000. local contribution to host the 2003 BC Seniors' Games and a pro-rated share of the Bid cost estimated at a maximum of $5,000. on the agreement that the CVRD would likewise share in the resultant Legacy Funds;
AND THAT the local contribution shares be as follows:

City of Duncan $ 5,000.
District of North Cowichan $15,000.
CVRD(excluding Duncan & North Cowichan) $10,000.

Carried.

Miscellaneous
Mayor Coleman reported on the following items:
* He recently participated in the Charter Meeting of the new Rotary Daybreak Club.
* On May 1st, he participated in the Salvation Army Flag Raising Ceremony and commencement of their Red Shield Appeal.
* The Knights of Phythias are hosting the annual Convention in Duncan this week and events are occurring a number of times.
* On May 6th, he attended at the BC Forest Discovery Centre to participate in the Forest Discovery Day activities.
* On May 14th, he encouraged Members of Council to attend the Royal Canadian Legion Ceremony at the Mt. View Cemetery commemorating V-E Day May 8th (i.e. the end of war and the return to peace). The Ceremony commences at 2:00 p.m.

Councillor Moon advised that he represented the Mayor and Council at the season opening of the Maple Bay Yacht Club on May 6th.

Councillor Kent reported that while in Kamloops on a family matter, he observed public facilities including their new combined Library/Art Gallery and Regional District Office and also their Farmers' Market.

Unfinished Business

Fire Suppression Agreement - Cowichan Tribes
Movd. Councillor M. Caljouw
Secd. Councillor M. Lukaitis
THAT the Council of the City of Duncan authorize execution of the Fire Suppression Agreement with the "Cowichan Indian Band" (i.e. Cowichan Tribes Council);
AND THAT the Agreement then be forwarded to the "Cowichan Indian Band" for processing and execution upon their agreement.

Movd. Councillor G. Maxwell
Secd. Councillor E. Moon
THAT the Fire Suppression Agreement with the Cowichan Tribes be referred to the Fire Committee for further review.

Carried.

Councillors Kent and Lukaitis dissenting.

WCB Second-Hand Smoke Regulations
Movd. Councillor S. Jackson
Secd. Councillor M. Lukaitis
THAT the letter dated April 19th, 2000 from the Workers' Compensation Board of BC, regarding Second-Hand Smoke Regulations, be received, the contents noted and filed.

Carried.

RCMP Auxiliary Constable Program
Movd. Councillor P. Kent
Secd. Councillor G. Maxwell
THAT the letter dated April 20th, 2000 from the RCMP, regarding the Auxiliary Constable Program of BC, be received, the contents noted and filed.

Carried.

Lawnbowling Club
- Temporary Structure
For consideration were the following items:

* Letter dated November 25th, 1998 to the Cowichan Lawn Bowling Club
* Letter dated April 26th, 2000 from the Cowichan Lawn Bowling Club

Movd. Councillor S. Jackson
Secd. Councillor M. Caljouw
THAT in response to the April 26th, 2000 letter from the Cowichan Lawn Bowling Club, Council extend the deadline for removing the temporary portable building on the eastside of the lawn bowling green inside the enclosed fenced area to November 30th, 2002 to provide the Club with ample time to raise enough funds to construct a proper permanent Clubhouse structure (Note: A permanent structure would require the approval of City Council).
Carried.

Cowichan Tourism
Movd. Councillor P. Kent
Secd. Councillor G. Maxwell
THAT the May 3rd, 2000 letter from the Cowichan Tourism Association, wherein they express appreciation for increasing the annual contribution to their Association by $1,000. (i.e. to $6,000.), be received, the contents noted and filed.
Carried.

For consideration were further letters dated May 4th & 5th, 2000 from the Cowichan Tourism Association.

Movd. Councillor S. Jackson
Secd. Councillor G. Maxwell
WHEREAS Council adopted the following resolution on May 10th, 1999:

"THAT Council agree to co-host the 37th Annual General Meeting of the Tourism Association of Vancouver Island (May 2000) in the Cowichan Valley;
AND THAT $1,500.00 be recommended for allocation in the 2000 Budget to provide co-hosting funds (Other hosts: Municipality of North Cowichan and the Cowichan Tourism Association)."

THEREFORE BE IT RESOLVED THAT Council authorize the appropriation of $1,500.00 from the "Annual Events - General Government" account to provide co-hosting funds for the 37th Annual General Meeting of the Tourism Association of Vancouver Island (May 16th, 17th & 18th, 2000; the District of North Cowichan has provided $1,500.00);
AND THAT Members of Council make every effort to attend the TAVI Warm Land Welcome & Reception at the BC Forest Discovery Centre on Tuesday, May 16th, 2000 from 6:30 p.m. - 9:00 p.m.
Carried.

Bylaws

Financial Plan Bylaw No. 1898, 2000
Movd. Councillor S. Jackson
Secd. Councillor M. Caljouw
THAT "Financial Plan Bylaw No. 1898, 2000" be reconsidered, finally passed and adopted.
Carried.

Tax Rates Bylaw No. 1899, 2000
Movd. Councillor M. Lukaitis
Secd. Councillor P. Kent
THAT "Tax Rates Bylaw No. 1899, 2000" be reconsidered, finally passed and adopted.

Carried.

New Business

Use of Communications Systems Policy
Movd. Councillor P. Kent
Secd. Councillor G. Maxwell
THAT the Council of the City of Duncan adopt the "Use of Communications Systems" Policy;
AND THAT a copy of this policy be provided to each City of Duncan employee.

Carried.

Special Meeting
Movd. Councillor M. Caljouw
Secd. Councillor P. Kent
THAT the Council of the City of Duncan resolve into Committee of the Whole (i.e. Special Meeting) to discuss personnel issues;
AND THAT persons other than Council Members and the City Administrator be excluded from this meeting (Section 242.3 - Municipal Act).
Carried.

At 8:15 p.m., City Council resolved into Special Meeting.

At 8:45 p.m., the following Motion was PUT:

Adjournment
Movd. Councillor E. Moon
Secd. Councillor M. Caljouw
THAT the Special Meeting of Council rise;
AND THAT this meeting of City Council do now adjourn.

Carried.

Michael Coleman
Mayor

Paul Douville
City Administrator

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