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 14, 2001.

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

Newly elected Councillor Ken Newcomb proclaimed the Oath of Office and the Oath of Allegiance, which were administered by Mr. Paul Douville, City Administrator and Commissioner for Taking Oaths in the Province of British Columbia.

Movd. Councillor M. Caljouw

Secd. Councillor P. Kent

THAT the Minutes of the Regular Meeting of City Council held on April 23, 2001 and the Special Meeting held on April 26, 2001 be adopted.

Carried.

Representing the Cowichan Valley Chapter of the Council of Canadians, Mr. Phil Marchant addressed Council. He advised that they are concerned with the ongoing general agreement on Trade in Services (GATS) of the World Trade Organization and its potential effects on local government.

Mr. Marchant advised that their two main objections are the following:

Mr. Marchant advised that GATS target all services. He posed the question that if GATS are in the public interest, why are the meetings of the World Trade Organization protected by such strong security, high fences and a strong police presence.

Mr. Marchant provided an open letter to the Prime Minister from representatives of many of the mainline churches in Canada (i.e. Anglican, Presbyterian, Roman Catholic and United) requesting that any agreement include among other things that human rights will take precedence over commercial interests and that both the environment and human health will be protected.

Mr. Marchant made reference to the May 2000 resolution of the Vancouver City Council and asked City Council to pass a similar resolution.

On a question, Mayor Coleman advised that the Federation of Canadian Municipalities staff have met several times with officials at the Department of Foreign Affairs and International Trade regarding the impacts of the WTO General Agreement on Trade in Services (GATS) on municipal governments. The department has offered to send a representative to the FCM Annual Conference in Banff in June 2001 to provide information about the Federal Government's position on GATS and to answer questions that the FCM Directors may have.

Movd. Councillor S. Jackson

Secd. Councillor M. Caljouw

THAT the April 23, 2001 letter from the Cowichan Valley Chapter of the Council of Canadians be referred to the Committee-of-the-Whole with Power-to-Act.

Carried.

Mr. Marchant was thanked for his presentation and he and other representatives of the Cowichan Valley Branch of the Council of Canadians remained for the balance of the meeting.

Movd. Councillor S. Jackson

Secd. Councillor M. Lukaitis

THAT Council accept the April 23, 2001 challenge of the Duncan Business Improvement Area Society for the Merchants vs. City Christmas Tree Softball Challenge June 17, 2001 (Fathers' Day) noting that some members of Council may participate in the game;

AND THAT Council again sponsor a maximum of 12 registration fees for the City Representatives (i.e. 12 @ $15.00 = $180.00 (includes Ball Cap).

Carried.

Mayor Coleman and Councillors Caljouw, Kent and Maxwell indicated that they would like to participate in the softball game.

Movd. Councillor P. Kent

Secd. Councillor G. Maxwell

THAT the Council of the City of Duncan proclaim June 1 - 30, 2001 as "ALS Month" in the City of Duncan as requested in the April 23, 2001 letter from the Amyotrophic Lateral Sclerosis Society of BC.

Carried.

For consideration was a letter dated April 24, 2001 from Cowichan Valley Safer Futures.

Movd. Councillor S. Jackson

Secd. Councillor P. Kent

THAT the Council of the City of Duncan support "In Principle" the application for funding of Cowichan Valley Safer Futures for developing a project entitled "Community Linkages to Employment" (i.e. the project will work in the central Cowichan area, between James Street and Berkey's Corner, to identify what individuals and families, who face multiple barriers, need at the community level in order to seek, obtain and maintain employment).

Carried.

Movd. Councillor M. Caljouw

Secd. Councillor K. Newcomb

THAT the Council of the City of Duncan proclaim June 4 – 8, 2001 as "HIRE A STUDENT WEEK" in the City of Duncan as requested in the May 4, 2001 letter from the Human Resource Centre for Students;

AND THAT the "Hire A Student Week" banner be displayed from the banner poles on the south-side of the Cowichan River east of the Trans Canada Highway for this week.

Carried.

Movd. Councillor P. Kent

Secd. Councillor M. Caljouw

THAT the letter dated April 25, 2001 from the Friends of the Cowichan Arena Society, wherein they outline their mission, be received, the contents noted and filed.

Carried.

The Society advises that their purpose is to encourage and help facilitate the construction of a second sheet of ice at the Cowichan Community Centre.

For consideration was a letter dated April 25, 2001 from the Duncan Business Improvement Area Society (DBIAS).

Movd. Councillor M. Caljouw

Secd. Councillor P. Kent

THAT Council authorize the Duncan Business Improvement Area Society (DBIAS), the Duncan-Cowichan Chamber of Commerce and Cowichan Tourism to jointly use the Gazebo in Charles Hoey Park as a Visitor Information Centre for July and August, 2001 subject to the following terms and conditions:

• The proposed temporary and removable shell around the gazebo being constructed to the satisfaction of the Public Works Superintendent and the Building Inspector.

Carried.

Movd. Councillor P. Kent

Secd. Councillor M. Caljouw

THAT the letter dated April 30, 2001 from the Municipal Finance Authority of BC, wherein they provide a $4,640.61 surplus payout on Issue #30 for 20 year borrowers, be received, the contents noted and filed.

Carried.

Subsequent to the meeting, the City Treasurer advised that these funds will be placed back into the sewer capital fund.

Movd. Councillor M. Caljouw

Secd. Councillor P. Kent

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 15, 2001 (Wednesday) 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.

Carried.

Movd. Councillor G. Maxwell

Secd. Councillor S. Jackson

WHEREAS the Sanitary Sewer Line along the east boundary of 126 Ingram Street is not public property or the responsibility of the public at this time;

THEREFORE BE IT RESOLVED THAT the April 30, 2001 request from George and Annelise Friedlander for compensation for work they had performed on this Sanitary Sewer Line on 126 Ingram Street be denied.

Carried.

Movd. Councillor M. Caljouw

Secd. Councillor G. Maxwell

THAT the letter dated May 1, 2001 from Centra Gas, wherein they advise of storefront closures, be received, the contents noted and filed.

Carried.

Movd. Councillor M. Caljouw

Secd. Councillor S. Jackson

THAT the Council of the City of Duncan concur with the following April 18, 2001 resolution of the Board of Trustees of Cowichan Valley School District 79 as outlined in the April 30, 2001 letter from their Secretary-Treasurer:

"THAT no School Site Acquisition Charge be levied this year.".

Carried.

Movd. Councillor P. Kent

Secd. Councillor G. Maxwell

THAT Council regretfully deny the April 30, 2001 request from Frances Kelsey Secondary School to provide assistance for seven(7) students to participate in an international "Odyssey of the Mind" competition in Baltimore, Maryland, USA from June 1 - 6, 2001 for the following reasons:

Carried.

Movd. Councillor S. Jackson

Secd. Councillor M. Caljouw

THAT Council regretfully deny the April 30, 2001 request from Kate Harris to provide assistance to eight youth delegates representing the Cowichan Valley at the 2001 Provincial Music Finals being staged in Fort St. John for the following reasons:

Carried.

For consideration was a letter dated May 8, 2001 from the Royal Canadian Legion, Branch 53.

Movd. Councillor G. Maxwell

Secd. Councillor K. Newcomb

THAT Mayor Coleman and Members of Council attend the Commemorative Service for V-E Day (May 8) and D-Day (June 6) being organized by Branch #53, Royal Canadian Legion (reference May 8, 2001 letter):

AND THAT Mayor Coleman deliver a short speech at this service.

Carried.

Finance Committee

Movd. Councillor M. Lukaitis

Secd. Councillor P. Kent

THAT Warrant No. 04-01 covering General Account cheque numbers 102900 – 103022 in the total amount of . . . . . $181,756.71

Payroll Account

- Payroll #08 covering cheque

numbers 157 - 166 in the total

amount of . . . . . . . 28,048.52

- Payroll #09 covering cheque

numbers 167 - 195 34,559.19

GRAND TOTAL . . . . . . $244,364.42

be ratified..

Carried.

For consideration were the notes of the May 1, 2001 meeting.

Movd. Councillor M. Lukaitis

Secd. Councillor S. Jackson

Carried.

VI Vintners Association -

Movd. Councillor M. Lukaitis

Secd. Councillor P. Kent

Carried.

Movd. Councillor M. Lukaitis

Secd. Councillor S. Jackson

THAT the Junior Council resolutions outlined in the May 1, 2001 letter from the City Administrator be referred to appropriate Standing Committees of City Council for recommendation.

Carried.

Movd. Councillor M. Lukaitis

Secd. Councillor P. Ketn

THAT the Council of the City of Duncan extend warm congratulations to the Junior Council;

AND THAT Council thank the Junior Council for their diligent and intelligent work on preparing for and participating in the April 26, 2001 Junior Council meeting.

Carried.

Councillor Caljouw reported the names of the winners from the April 25, 2001 Volunteer Appreciation Ceremony:

Cowichan Valley Caregivers Support Society

HEATHER TURNQUIST

Students Against Violence Everywhere (SAVE)

Cowichan Valley Volunteer Society.

For consideration was a memo dated April 24, 2001 from the Building Inspector.

Movd. Councillor G. Maxwell

Secd. Councillor M. Caljouw

THAT Council authorize the Building Inspector to issue a Building Permit for $450,000.00 worth of internal renovations and expansion of the Canada Trust premises at 488 Robertson Street subject to review of Building Code and Bylaw compliance.

Carried.

As a reminder, the following Building Permit Policy adopted January 24, 2001 was reviewed:

"THAT Members of City Council be informed in advance of all Building Permits to be issued that have a value of more than $200,000;

AND THAT the Building Inspector continue the practice of monthly notification of all Building Permits by way of the monthly Building Statistics Report to City Council."

Movd. Councillor M. Caljouw

Secd. Councillor P. Kent

THAT Council approve of the following appointments for newly elected Councillor Ken Newcomb for the balance of the year 2001:

Carried.

For consideration was a memorandum dated May 9, 2001 from Mayor Coleman.

Movd. Councillor M. Caljouw

Secd. Councillor S. Jackson

THAT the Council of the City of Duncan correspond with Prime Minister Jean Chrétien requesting that SOFTWOOD LUMBER be placed as the TOP USA TRADE POLICY ISSUE and a major priority in seeking a stable long-term settlement and process;

AND THAT copies of this resolution be forwarded to International Trade Minister Pierre Pettigrew, Finance Minister Paul Martin and BC's senior federal Minister, Environment Minister David Anderson, as well as the BC Lumber Trade Council, IWA and MP Reed Elley.

Carried.

Councillor Caljouw reported on the following items:

• He represented Council at the recent Salvation Army flag-raising ceremony to launch their "Red Shield Appeal Campaign". He advised that the new Salvation Army store is at the south-east corner of the Trans Canada Highway and Trunk Road.
• He attended a meeting hosted by TimberWest, who advised that their plans are still to dismantle the Youbou Mill and promote their logging division.
• He represented Council at the Maple Bay Yacht Club Sail Past on May 5.
• He represented Council at the Cancer Society luncheon staged at the Moose Lodge.

Councillor Kent reported on the following items:

• On April 24, he participated in the Cowichan Valley Safer Futures Audit of the James Street, Community Centre and Kin Park areas.
• He attended the Central Sector Liquid Waste Management Plan for the Cowichan Bay system. He said there was an excellent turnout of Cowichan Bay residents.
• He attended the Cowichan Secondary School photography exhibit that displayed work only in the medium of black and white. He said the photos were most impressive.
• He attended the Friends of the Cowichan Library book sale and encouraged community support for this organization.

Councillor Jackson (i.e. "Stonewall Jackson") represented Council at the Shaw Cable Food Basket Food Challenge on May 12. She dressed in the requested costume of a WWF wrestler. She advised that a blitz collected 4 tons of food.

Mayor Coleman reported on the following items:

• He participated in the BC Forest Discovery Centre season opening.
• He thanked Deputy Mayor Mike Caljouw for all the events he attended on his behalf during his vacation absence.
• He participated in the Cowichan Valley Arts Council's Spring Art Show.
• On May 11, he was a celebrity reader for grade 6 students at Alex Aitken School.
• On May 14, he met with the President of the Arts Council and suggested that the Arts Council work with the DBIAS, Cowichan Tourism and the Duncan-Cowichan Chamber of Commerce.
• On May 14, he greeted exchange students from the Gaspe Bay area of Quebec (i.e. grade 10 students). He said he made a strong effort to address them in French.

Councillor Maxwell encouraged everyone to participate in the May 27 Link Highway Cavalcade from Duncan to Port Alberni. He said that the cavalcade will leave the Duncan-Cowichan Chamber of Commerce area at 6:45 a.m.

DBIAS Year 2000 Financial Statements & 2001 Budget

Movd. Councillor P. Kent

Secd. Councillor G. Maxwell

THAT Council accept the December 31^st, 2000 unaudited Financial Statements for the Duncan Business Improvement Area Society (DBIAS) noting they have changed their fiscal year from April 1 - March 31 to January 1 - December 31;

AND THAT Council approve their 2001 Budget outlining the following levies in accordance with "Business Improvement Area "Core" Bylaw 1997 No. 1841" and "Business Improvement Area "Fringe" Bylaw 1997 No. 1842":

BIA Levy "Fringe Area" $23,400 $24,500

BIA Levy "Core Area" $51,600 $54,200

Carried.

Councillor Newcomb asked for an explanation as to why the advertising budget is going from $2,000. in 2000 to $3,700. in 2001. Mr. Douville said that he would get this information for Council.

Movd. Councillor G. Maxwell

Secd. Councillor P. Kent

THAT as recommended by the Public Works Superintendent, Council adopt the April 17, 2001 "OCCUPATIONAL HEALTH & SAFETY POLICY".

Carried.

Movd. Councillor P. Kent

Secd. Councillor G. Maxwell

WHEREAS in their April 30, 2001 letter to the City of Duncan, the Liquor Control and Licensing Branch requests more information regarding our denial for increased capacity in the Phoenix Station Motor Inn Pub;

AND WHEREAS the following resolution was adopted by City Council on April 23, 2001:

AND WHEREAS it would be physically impossible and financially impractical to provide additional parking spaces;

THEREFORE BE IT RESOLVED THAT the Council of the City of Duncan provide the following further input to the Liquor Control and Licensing Branch:

• the Phoenix Station Motor Inn parking was reduced to 1/3 of the amount required when the Hotel was built and thus the April 23, 2001 resolution of Council is a denial and not a conditional approval;
• the community impact of adding 59 seats to the Pub capacity may create increased loitering and vandalism problems in the vicinity of the Motor Inn and in Charles Hoey Park across the street from the Inn;
• if clientele was attracted to fill the entire Pub including the proposed additional 59 seats, traffic, noise, road access and parking would certainly be problems;

AND THAT Council affirm its non-support for an increase in the Pub occupant load at the Phoenix Station Motor Inn (Licence Number 12943).

Movd. Councillor P. Kent

Secd. Councillor S. Jackson

THAT the following April 28, 2001 By-Election results be received and filed:

"Number of valid votes cast:

TOTAL 498 14 512

*elected

Number of Voters on List 2590

Add New Registrations 32

Add New Non-Resident Registrations 7

Total Eligible 2629

Total Voted 517

% Voted 20%"

Carried.

Mayor Coleman expressed appreciation to the four excellent candidates for their willingness to serve the community and for their efforts in attempting to get elected to Council.

For consideration was a letter dated May 4, 2001 from the DBIAS regarding the proposed City Square project.

Movd. Councillor P. Kent

Secd. Councillor S. Jackson

WHEREAS Stantec Consulting Ltd. (City Engineers) are currently preparing design options for the proposed City Square project;

AND WHEREAS Council will be seeking extensive input and community partners for this endeavour;

THEREFORE BE IT RESOLVED THAT Council seek input from the Duncan Business Improvement Area Society (DBIAS), the Advisory Planning Commission (APC), the Downtown Neighbourhood Revitalization Committee (DNRC) and all other interested parties on plans for the City Square project;

AND THAT Council request Jeff Downie, Chair of the APC, to sit on the DBIAS City Square Sub-Committee (Reference letter dated May 4, 2001 from the DBIAS);

AND THAT the Parks & Recreation Committee of City Council coordinate this project.

Carried.

Movd. Councillor S. Jackson

Secd. Councillor G. Maxwell

THAT Council give leave to Councillor M. Caljouw to introduce "Fire Truck Loan Authorization Bylaw No. 1917, 2001".

Carried.

Movd. Councillor M. Caljouw

Secd. Councillor M. Lukaitis

THAT "Fire Truck Loan Authorization Bylaw No. 1917, 2001" be read for the first time.

Carried.

Movd. Councillor P. Kent

Secd. Councillor S. Jackson

THAT "Fire Truck Loan Authorization Bylaw No. 1917, 2001" be read for the second time.

Carried.

Movd. Councillor M. Lukaitis

Secd. Councillor M. Caljouw

THAT "Fire Truck Loan Authorization Bylaw No. 1917, 2001" be read for the third time.

Carried.

Movd. Councillor M. Caljouw

Secd. Councillor G. Maxwell

THAT "Sign Bylaw, 1985, No. 1451, Amendment Bylaw, 2001, No. 1916" be reconsidered, finally passed and adopted.

Movd. Councillor M. Caljouw

Secd. Councillor M. Lukaitis

THAT Council adopt the "Easements and Rights-of-Way Policy" dated April 27, 2001.

Carried.

For consideration was a letter dated April 30, 2001 from Beltone Better Hearing Centre, 103 - 455 Alderlea Street and a letter of support from Cadillac Homes Inc. dated May 9, 2001.

Movd. Councillor G. Maxwell

Secd. Councillor K. Newcomb

THAT Council authorize the following parking regulations in response to the April 30, 2001 request from Beltone Better Hearing Centre at Queens and Alderlea:

Carried.

Mayor Coleman encouraged all eligible voters to vote in the May 16, 2001 Province of BC election.

Regarding the current City Hall exterior renovations that are taking place, the Admin-istrator provided the following information:

Movd. Councillor G. Maxwell

Secd. Councillor S. Jackson

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 9:00 p.m., City Council resolved into Special Meeting.

At 9:44 p.m., the following Motion was PUT:

Movd. Councillor G. Maxwell

Secd. Councillor M. Lukaitis

THAT this Special Meeting of Council rise and report to City Council,

Carried.

Movd. Councillor S. Jackson

Secd. Councillor M. Caljouw

THAT the Administrator and Treasurer be authorized to both attend the Annual Local Government Management Association Conferences.

Carried.

Movd. Councillor G. Maxwell

Secd. Councillor K. Newcomb

THAT this meeting of City Council do now adjourn.

Carried.

Michael Coleman

Paul Douville