The Regular Meeting of City Council was held in the Council Chamber, City Hall, 200 Craig Street, Duncan, BC at 7:30 p.m., May 28, 2001.

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

Movd. Councillor M. Lukaitis

Secd. Councillor M. Caljouw

THAT the Minutes of the Regular Meeting of City Council held on May 14, 2001 be adopted.

Carried.

For consideration was a letter dated May 12, 2001 from the Order of Elks, Duncan Lodge, No. 69.

Movd. Councillor P. Kent

Secd. Councillor G. Maxwell

THAT the Council of the City of Duncan indicate that they have no objection to the Duncan Elks #69 Order staging a beer garden between 12:00 noon and 8:00 p.m. on July 13 & 14, 2001 (Friday & Saturday) during the Summer Festival subject to the required approvals through the RCMP and the following conditions:

• Stage to face south, east or in the best location to accommodate a reduced noise level (Note: If the stage is located on the north end of the Elks parking lot, the back of the stage is to be sound-proofed);
• Elks not having live music between 6:00 p.m. and 8:00 p.m. on Friday evening (July 13; they can have low volume canned music at this time);
• Adherence to the Beer Garden Policy;

AND THAT Council note that the Duncan Cowichan Festival Society has no objection to the Duncan Elks doing so and donating the proceeds to the charity of choice by the Elks Order.

Carried.

Movd. Councillor S. Jackson

Secd. Councillor M. Caljouw

THAT as requested in the May 15, 2001 letter from the Duncan Christian Reformed Church, Council authorize the Church to stage an outdoor service on the McAdam Park Sports Field from 7:00 p.m. to 8:00 p.m. on July 15, 2001 (set-up to commence at 4:00 p.m. and tear-down to be completed by 10:00 p.m.) and to use the concession and washrooms building subject to the following terms and conditions:

1. Payment of the $90.00 user fee.
2. Payment of a $300.00 damage deposit, which will be returned if the park and facilities are left in an undamaged and clean condition.
3. The volume of the electronic speakers is to be kept to a level that will not disturb residents in the vicinity and the speakers must face the Cowichan River.
4. Since 200 – 300 people are expected and parking is at a minimum at the park; a shuttle service from and to the Church parking lot be provided.

Carried.

For consideration was a letter dated May 16, 2001 from the Step By Step Organ Transplant Association.

Movd. Councillor S. Jackson

Secd. Councillor G. Maxwell

THAT Mayor Michael Coleman and available Councillors greet George Marcello of the Step By Step Organ Transplant Association on Day 402 of his 600 Day Walk across Canada:

Carried.

For consideration was a letter dated May 17, 2001 from the Temple Masonic Association.

Movd. Councillor P. Kent

Secd. Councillor G. Maxwell

THAT Council authorize the Temple Masonic Association to use a maximum of seven (7) parking stalls in Kenneth Street Parking Lot #1 immediately behind 163 Canada Avenue on June 16, 2001 (Saturday) for a Display and Garage Sale subject to the following terms and conditions:

• The Temple Masonic Association holding harmless the City of Duncan from any and all possible liability claims.
• Public Liability Insurance to a minimum of $1,000,000.00 per occurrence being carried by the Association for this event with the City of Duncan being named as an "Additional Insured" party.

• Payment of a $300.00 Damage Deposit, which will be returned if the parking lot is left in a clean, undamaged and satisfactory condition in the opinion of the City Administrator.

Carried.

Movd. Councillor G. Maxwell

Secd. Councillor M. Lukaitis

THAT the grant request dated May 22, 2001 from the Thunder in the Valley Pow Wow be received, the contents noted and filed.

Carried.

Movd. Councillor S. Jackson

Secd. Councillor G. Maxwell

THAT Mayor Michael Coleman represent the City of Duncan at the June 22, 2001 20^th Anniversary celebration of the Cowichan Valley Intercultural & Immigrant Aid Society.

Carried.

Movd. Councillor G. Maxwell

Secd. Councillor M. Caljouw

THAT the month of June 2001 be proclaimed as "SPINA BIFIDA and HYDROCEPHALUS MONTH" in the City of Duncan as requested in the May 18, 2001 letter from the Spina Bifida & Hydrocephalus Association of British Columbia.

Carried.

Parks & Recreation Committee

Councillor Maxwell advised that the City Engineers will be outlining the City Square and Duncan Street concepts at a meeting scheduled for 4:30 p.m., June 6, 2001. Everyone is invited to attend.

Movd. Councillor M. Lukaitis

Secd. Councillor P. Kent

THAT the Building Statistics Report for April 2001 as prepared by the Building Inspector, be received, the contents noted and filed.

Carried.

Councillor Kent reported that the Sub-Committee regarding the Library has met with the Exhibition Society and the Agricultural Society about parking and access issues. The Sub-Committee will meet again on June 13 to develop a recommendation for both Councils as to the siting of the Library and other related issues.

Councillor Caljouw reported on the following items:

Councillor Maxwell said he participated in the Valley Link Cavalcade on May 27. He said 25 vehicles and a bus traveled from Duncan to Port Alberni. He said in Port Alberni they met the cavalcade from Cumberland and a pleasant celebration was staged.

Mayor Coleman reported that at the recent Federation of Canadian Municipalities Convention in Banff, Alberta, the following issues were processed:

CP Rail - Lease Agreement

For consideration were the following items:

• Memo dated May 15, 2001 from the City Treasurer

Movd. Councillor P. Kent

Secd. Councillor S. Jackson

THAT in response to the May 14, 2001 letter from Canadian Pacific Railway, wherein they advise that our annual rent for our use of portions of the railway right-of-way is to be increased from $1,680.71 plus GST to $6,780.00 plus GST, Council advise that we intend to survey the lease area to determine whether we wish to abandon some or all of the lease area.

Carried.

For consideration was the following resolution adopted by the Cowichan Valley Regional District Board at the May 23, 2001 Board Meeting:

This resolution was simply received as information.

Movd. Councillor M. Caljouw

Secd. Councillor G. Maxwell

THAT the Council of the City of Duncan endorse the joint bid application (City of Duncan, District of North Cowichan and CVRD) to host the 2003 or 2004 BC Senior Games;

AND THAT a contribution of $5,000 be committed if the Games are awarded.

Carried.

Movd. Councillor M. Lukaitis

Secd. Councillor P. Kent

THAT the memorandum dated May 25, 2001 from the City Administrator, regarding City Hall facade repairs, be received, the contents noted and filed.

Carried.

Movd. Councillor M. Calljouw

Secd. Councillor S. Jackson

THAT the Council of the City of Duncan authorize JUDY HILL to vote on behalf of the City of Duncan (i.e. Proxy Vote) at the Tourism Association of Vancouver Island Annual General Meeting being held in Qualicum Beach commencing on May 29, 2001.

Carried.

Movd. Councillor M. Caljouw

Secd. Councillor G. Maxwell

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 7:55 p.m., City Council resolved into Special Meeting.

At 8:30 p.m., the following Motion was PUT:

Movd. Councillor S. Jackson

Secd. Councillor P. Kent

THAT this Special Meeting of Council rise;

AND THAT this meeting of City Council do now adjourn.

Carried.

Michael Coleman

Paul Douville