The Regular Meeting of City Council was held in the Council Chamber, City Hall, 200 Craig Street, Duncan, BC at 7:30 p.m., July 9, 2001.
	Present: Mayor Michael Coleman, Councillors Mike Caljouw, Sharon Jackson, Phil Kent, Martin Lukaitis, Geoff Maxwell and Ken Newcomb. 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. Caljouw Secd. Councillor M. Lukaitis THAT the Minutes of the Regular Meeting of City Council held on June 25, 2001 be adopted. Carried.
	Delegations
Farmers’ Market - France Bournazel	Representing the Duncan Farmers’ Market, France Bournazel addressed Council regarding a pie-eating contest. She advised that the Farmers’ Market will remain open until 3 p.m. on Saturday, July 14 to dovetail with the Duncan/Cowichan Summer Festival. At 1:00 p.m. on this date, they are staging a celebrity pie-eating contest. She requested that the Mayor or a Councillor participate in this contest noting that they already have the following representatives: SUN FM 89.7 Fire Chief Glen Mackie Scott Brown – Citizen RCMP SPCA Cowichan Tribes. She said the contestants will not be required to put their faces in the pies. She said they will be asked to eat “small” pies made from strawberry and rhubarb. Contestants will be able to use their hands to consume the pies. Councillor Caljouw volunteered to participate in the contest.
	Movd. Councillor S. Jackson Secd. Councillor P. Kent THAT Deputy Mayor Mike Caljouw represent City Council at the July 14 Duncan Farmers’ Market VIP Pie-Eating contest. Carried.
	Communications
RCMP Mission, Vision and Values	Movd. Councillor S. Jackson Secd. Councillor K. Newcomb THAT the June 20, 2001 letter from RCMP Superintendent J.E. Good, regarding their mission statement, vision and values, be received, the contents noted and filed. Carried.
CV Arts Council – Grant Request	Movd. Councillor S. Jackson Secd. Councillor P. Kent THAT the Council of the City of Duncan provide a 2001 grant of $200.00 to the Cowichan Valley Arts Council as requested in the June 29, 2001 letter from the Arts Council; AND THAT the Arts Council be requested to provide their grant request to City Council before year-end for the subsequent year. Carried.
Pie-Eating Contest – Farmers’ Market	Movd. Councillor G. Maxwell Secd. Councillor M. Caljouw THAT the e-mail dated July 3, 2001 from the Cowichan Valley Smallholders Society, regarding the July 14, 2001 pie-eating contest, be received, the contents noted and filed. Carried.
2001 Property Tax Collections	Movd. Councillor M. Caljouw Secd. Councillor P. Kent THAT the memorandum dated July 4, 2001 from the City Treasurer, regarding 2001 property tax collections and containing the following information, be received, the contents noted and filed: “Property taxes levied for 2001 were $5,340,037. Property taxes collected by the due date were $4,924,594 for a collection rate of 92.22% (2000 – 91.54%).” Carried.
Cowichan Pre-School Association – Playground Equipment	For consideration was a letter dated July 4, 2001 from the Cowichan Pre-School Association and a memo dated July 5, 2001 from the Building Inspector. Movd. Councillor M. Caljouw Secd. Councillor S. Jackson THAT the Council of the City of Duncan advise the Cowichan Pre-School Association that they do not object to the siting of a new playground structure on City-owned property adjacent to the Cowichan Pre-School Building in Rotary Park subject to the following terms and conditions:
	· The Association providing to the City proof that the playground structure is CSA approved. · The Association saving harmless the City from any and all potential liability claims in writing. · The Association maintaining a liability insurance policy with a minimum of $2,000,000 per occurrence and with the City of Duncan being named as an “additional insured” party. Carried.
Cowichan Fringe Festival Society – Use of Parking Lot	For consideration was a letter dated July 4, 2001 from the Cowichan Fringe Festival Society. Movd. Councillor P. Kent Secd. Councillor S. Jackson THAT Council authorize the Cowichan Fringe Festival Society to use the Kenneth Street Parking Lot #2 (next to the Elks) for Venue #2 for the 2001 Fringe Festival from September 16th (Sunday) to September 23rd (Sunday), 2001 inclusive, subject to: · The Society securing public liability insurance for a minimum of $2,000,000 per occurrence and naming the City of Duncan as an “additional insured” party on this policy · The Society holding harmless the City of Duncan from any and all possible liability claims; AND THAT the Commissionaires provide copies of this resolution and the attached July 4, 2001 letter from the Society to all of the businesses abutting this parking lot to advise them of this temporary arrangement; AND THAT the vehicle owners who park on their private property at the south-end of the parking lot be provided with on-street parking passes for this week. Carried.
Cornerstone Athletic Association – Soccer Tournament	For consideration was a letter dated July 9, 2001 from the Cornerstone Athletic Association. Movd. Councillor P. Kent Secd. Councillor M. Caljouw THAT Council authorize the following items in conjunction with the Cornerstone Athletic Association six-aside soccer tournament at McAdam Park, August 4 (Saturday) to August 6 (Monday), 2001: · Fun Carnival for Kids · Music & Entertainment Stage · Youth Service Saturday evening to end no later than 9:00 p.m. · Sunday morning service from 10:00 a.m. to 12:00 noon;
	AND THAT the conditions for this approval be as follows: 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 residents in the vicinity of McAdam Park or City Officials. 3. The stage and the music and public address (P.A.) system speakers must face towards the Cowichan River. 4. Payment of a $300.00 damage deposit, which will be returned if the park and facilities are left in an undamaged and clean condition (damage deposit is in addition to the rental fees ($170.00/day x 3 = $510.00). 5. Peter Wynne & Cornerstone Athletic Association holding harmless the City of Duncan from any and all possible liabilities claims. 6. The provision of liability insurance coverage with a minimum amount of $2,000,000. per occurrence. A copy of the policy is to be provided to the City Administrator. Carried.
	Reports of Standing Committees
	Finance Committee
Warrant No. 06 – 01	Movd. Councillor M. Lukaitis Secd. Councillor G. Maxwell THAT Warrant No. 06-01 covering General Account cheque numbers 103157 – 103318 in the total amount of . . . . . $600,579.78 $600,579.78 Payroll Account - Payroll #12 covering cheque numbers 233 - 279 in the total amount of . . . . . . . 38,198.82
	- Payroll #13 covering cheque numbers 280 - 297 36,194.54 GRAND TOTAL . . . . . . $674,973.14 be ratified. Carried.
	Reports of Special Committees
Building Statistics Report - June 2001	Movd. Councillor S. Jackson Secd. Councillor K. Newcomb THAT the Building Statistics Report for June 2001 as prepared by the Building Inspector, be received, the contents noted and filed. Carried.
Advisory Planning Commission – Bethel Baptist Church (463 Ypres Street)	For consideration were the notes of the June 18, 2001 meeting. Movd. Councillor S. Jackson Secd. Councillor M. Caljouw THAT as recommended by the Advisory Planning Commission, the June 11, 2001 resolution of City Council regarding the Development Variance Permit for the Bethel Baptist Church be amended as follows: 4. Change 2 years to 1 year Add: 6. The church providing a bond to the City in an amount determined by the Building Inspector for purposes of ensuring that the proposed landscaping is completed within the one year time limit. 7. The church is to plant cedars along the west side of the main parking area or provide a new fence. Carried.
Miscellaneous	Councillor Caljouw reported on two meetings he attended with MLA Graham Bruce, MP Reid Elly, Mayor Rob Hutchins of Ladysmith, Mayor Rex Hollett of North Cowichan, Mayor Jack Peake of Lake Cowichan and Councillor Tom Walker – Chair of the CVRD Board. He said the focus of these meetings is the establishment of economic development goals and priorities for the entire Cowichan Valley. Councillor Caljouw asked the media to request members of the public to submit their ideas in this regard.
	Councillor Kent reported on the following items: For the proposed mechanical upgrade at the Cowichan Community Centre, the Commission has made requests for proposals regarding maximum energy efficiency and savings. He said proposals are forthcoming from BC Hydro and one other consulting firm. At Francis Kelsey School, he presented one of the CCC Art Scholarships to Leah Blackey. He recently attended a Chamber of Commerce Board meeting and noted that their membership is growing since they have a new membership initiative. He invited Council to mark their schedules regarding the kick-off of Opportunity Cowichan on September 17, 2001.
	On June 27, Mayor Coleman and the Administrator participated in the kick-off of the 2001 Black Tie Awards program.
	Councillor Lukaitis reported that the Cowichan Community Centre Commission is investigating the noise complaints from patrons of the pool and the arena. He said noise abatement proposals are being considered.
	Mayor Coleman noted that on June 30 he participated in the Chemainus Parade and that on July 1 he and other Members of Council participated in the great Canada Day Celebrations at the Chesterfield Sports Facility.
	Unfinished Business
Joint Parks Financing	For consideration were the following items: Letter dated June 22, 2001 from the District of North Cowichan Memo dated June 27, 2001 from the City Treasurer Letter dated April 5, 2000 to the District of North Cowichan Movd. Councillor S. Jackson Secd. Councillor M. Lukaitis THAT the subject of the Joint Parks Financing be referred to the July 12, 2001 Joint Council Meeting (reference June 22, 2001 letter from the District of North Cowichan). Carried.
Litter – McAdam and Rotary Sports Fields	For consideration was a letter and memo dated June 27 & 28, 2001 from Chris Mann and the Public Works Superintendent regarding litter at the McAdam and Rotary Sports Fields. Movd. Councillor P. Kent Secd. Councillor G. Maxwell THAT the subject of litter and litter containers at the McAdam and Rotary Parks Sports Fields be referred to the Parks and Recreation Committee with power to act. Carried.
Emergency Management Agreement	Movd. Councillor M. Caljouw Secd. Councillor K. Newcomb THAT the Council of the City of Duncan authorize the execution of the Emergency Management Agreement between the following parties:
	Cowichan Valley Regional District City of Duncan District of North Cowichan Town of Lake Cowichan Town of Ladysmith Carried.
Active Disposal & Recycling Ltd. – Letter of Credit	For consideration were the following items: Letter dated June 27, 2001 from Active Disposal & Recycling Ltd. Memo dated June 28, 2001 from the City Treasurer Movd. Councillor M. Caljouw Secd. Councillor K. Maxwell WHEREAS Active Disposal & Recycling Ltd. currently expends approximately $240.00 per annum for a $2,500.00 letter of credit required in our contract with them (i.e. Bank Charge); THEREFORE BE IT RESOLVED THAT Council accept a holdback of one months billing for Active Disposal & Recycling Ltd., (i.e. approximately $900.00) in lieu of the annual letter of credit. Carried.
	Movd. Councillor P. Kent Secd. Councillor K. Newcomb THAT the subject of Irrevocable Letters of Credit be referred to the Finance Committee for consideration. Carried.
Non-Bacteriological/ Bacteriological Water Testing	Movd. Councillor M. Caljouw Secd. Councillor S. Jackson THAT the memo dated July 4, 2001 from the Public Works Superintendent, regarding non-bacteriological/bacteriological water testing, be received, the contents noted and filed. Carried.
BC Healthcare Crisis	Movd. Councillor S. Jackson Secd. Councillor G. Maxwell THAT the letter dated June 29, 2001 from Mayor Mike Pearce of the City of Penticton, regarding the BC Healthcare crisis, be received, the contents noted and filed. Carried.
Special Meeting	Movd. Councillor K. Newcomb Secd. Councillor G. Maxwell THAT the Council of the City of Duncan resolve into Special Meeting (Committee of the Whole) to discuss property and personnel issues; AND THAT persons other than Council Members and the City Administrator be excluded from this meeting (Section 242.3 – Local Government Act). Carried.
	At 8:15 p.m., City Council resolved into Special Meeting. At 9:15 p.m., the following Motion was PUT: Movd. Councillor M. Caljouw Secd. Councillor S. Jackson THAT this Special Meeting of City Council rise and report to City Council. Carried.
Staff Christmas Presents	Movd. Councillor S. Jackson Secd. Councillor G. Maxwell WHEREAS City Council has resolved to no longer have staff Christmas parties for liability reasons (annual cost was approximately $2,000); THEREFORE BE IT RESOLVED THAT the Mayor and Council annually distribute gift certificates for Turkeys or Hams (e.g. 2001: $50.00 each) to all staff members (i.e. 23 staff x $50.00 each = $1,150.00) just prior to the Christmas Light-Up Celebration with a request to the staff members that they attempt to bring family members with them to enjoy the brief pre-celebration distribution event and the Light-Up Celebration. Carried.
Adjournment	Movd. Councillor M. Lukaitis Secd. Councillor M. Caljouw THAT this meeting of City Council do now adjourn. Carried.
	At 9:16 p.m. the meeting adjourned.
	Michael Coleman Mayor Paul Douville City Administrator