The Regular Meeting of City Council was held in the Council Chamber, City Hall, 200 Craig Street, Duncan, BC at 7:30 p.m., September 10, 2001.
	Present: Mayor Michael Coleman, Councillors Sharon Jackson, Phil Kent, Martin Lukaitis, Geoff Maxwell and Ken Newcomb. Absent With Prior Notice: Councillor Mike Caljouw. 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 P. Kent THAT the following Minutes be adopted: · Public Hearing held on August 13, 2001; · Regular Meeting of City Council held on August 13, 2001. Carried.
	Delegations
Doran Musgrove – Green Door Society	Mr. Doran Musgrove addressed Council regarding the additional improvements made to the Green Door Society Heritage Building at 126 Ingram Street without the approval of City Council. These improvements include a dormer with balcony door and a balcony into the eastside of the roof along with two skylights. A balcony is also being constructed on the south-side of the top floor of the structure. Mr. Musgrove apologized that due process with the City did not occur for these additional improvements. He advised Council that he has served on Heritage Advisory Commissions for the District of Saanich and the City of Victoria and has spearheaded a number of heritage restorations. With the aid of a handout, Mr. Musgrove displayed adaptive restorations of the following structures in the Victoria area: · James Bay United Church · Bird of Paradise Neighbourhood Pub · Siegel House · Residential/Commercial – Herald Street
	He noted that with heritage designations, the street façade should remain basically unchanged as well as the street elevations. He noted that if a heritage structure such as the E & N Railway Station is restored, it should be maintained in its exact condition due to the location and the historical aspects of the building. However, he noted that in many other heritage designation situations, adaptive restoration is acceptable. He suggested that Council should embrace the changes occurring to 126 Ingram Street as it will be an asset to the City when completed.
	Again, Mr. Musgrove outlined changes made to heritage structures in other jurisdictions, which somewhat changed the overall appearance of the structures. He again admitted that the Green Door Society has made mistakes and is now doing “catch-up”. He said the process of attaining approvals from the City should have been followed and requested the cooperation of Council in this regard.
Dr. Bill McGowan – Proposed Cooperative Science Discovery Centre	Dr. Bill McGowan, retired Professor of Physics, addressed Council regarding his concept for a cooperative Science Discovery Centre on Cowichan Tribes lands immediately east of the Quw’utsun’ Cultural and Conference Centre at 200 Cowichan Way. Dr. McGowan said that this centre would serve as another link between the culture of the Cowichan Tribes as displayed in the Cowichan Tribes Cultural Centre with the programs of the Malaspina University-College, the BC Discovery Centre, the Somenos Wildlife Reserve, the local native and Provincial Fish Hatcheries, the Mt. Prevost Observatory Society and a number of other organizations.
	Over the last 20 years, Dr. McGowan says he has watched science centers have a substantial impact upon communities like Vancouver, Calgary, Edmonton and London and Sudbury, Ontario. Also in Bogota, Columbia, he recently helped develop a remarkable Discovery Centre, which in the first year was visited by 1.5 million people. Dr. McGowan said that the proposed development would not only be an interactive Discovery Centre but a domed theatre, which would house an IMAX projector, a planetarium and a medium sized professional theatre. He projected that the cost of the development would be more than $20 million. He said once funding has been secured, the IMAX theatre and planetarium could be completed within 2 years.
	Movd. Councillor M. Lukaitis Secd. Councillor S. Jackson THAT the Council of the City of Duncan support “in principle” the concept of a Cooperative Science Discovery Centre on Cowichan Tribes land east of the Quw’utsun’ Cultural & Conference Centre (200 Cowichan Way) subject to the approval of the Cowichan Tribes Council. Carried.
	Dr. McGowan was thanked for his presentation and he left the meeting.
	Communications
Regional Gas Franchise Fee	Movd. Councillor S. Jackson Secd. Councillor G. Maxwell THAT the Council of the City of Duncan correspond with the Honourable Richard Neufeld, Minister of Energy and Mines, advising that the Council of the City of Duncan supports the concept outlined in the August 20, 2001 letter from the City of Nanaimo, regarding the regional gas franchise fee issue for local Governments on Vancouver Island and the Sunshine Coast. Carried.
Cowichan Fringe Festival – Backwards Parade and Proclamation	Movd. Councillor M. Lukaitis Secd. Councillor P. Kent THAT Council proclaim September 16 – 23, 2001 "Cowichan Fringe Festival Week" in the City of Duncan as requested in the August 22, 2001 letter from the Cowichan Fringe Festival Society; AND THAT Council authorize the staging of the Cowichan Fringe Festival Parade on September 18, 2001 between 12:00 noon and 12:20 p.m. on the following route: Start at Canada and Station Streets – west on Station Street - north on Craig Street - west on Kenneth Street to the Fringe tent venue in the City’s Kenneth Street Parking Lot #2; AND THAT Station Street between Canada Avenue and Craig Street, Craig Street between Station and Kenneth Streets and Kenneth Street between Craig and Jubilee Streets be closed to vehicular traffic from 12:00 noon to 12:20 p.m. on September 18, for this portion of the parade; AND THAT Mayor Mike Coleman or his representative officially open the 2001 Cowichan Fringe Festival, immediately following the parade, in front of the tent venue on Kenneth Street. Carried.
Baljet Chevrolet Oldsmobile Ltd. – Sidewalk Sale	Movd. Councillor P. Kent Secd. Councillor S. Jackson THAT in response to the August 29, 2001 letter from P.L. Baljet Chevrolet Oldsmobile Ltd., Council authorize the businesses on Kenneth Street between Jubilee and Government Streets to stage a "Sidewalk Sale" on Kenneth Street on September 22, 2001 (note: Duncan United Church Harvest Fair is on Ingram Street on September 29, 2001);
	AND THAT Kenneth Street between Jubilee and Government Streets be closed to vehicular traffic from 6:00 a.m. to 6:00 p.m. on Saturday, September 22, 2001 for this purpose subject to the following terms and conditions: Concurrence of the Duncan Business Improvement Area Society (DBIAS). P.L. Baljet Chevrolet Oldsmobile Ltd., Valley Floors, Duncan Electronics and Griffiths Plumbing holding harmless the City of Duncan from any and all possible public liability claims. Provision of liability insurance to a minimum of $2,000,000 per occurrence for this event. Payment of a $300.00 deposit, which will be returned to the payor if the street and infrastructure are left in a clean and undamaged condition. Carried.
World Teachers’ Day	Movd. Councillor G. Maxwell Secd. Councillor M. Lukaitis THAT October 5, 2001 be proclaimed as "World Teachers' Day" in the City of Duncan as requested by the British Columbia Teachers' Federation in their August 30, 2001 letter; AND THAT Council convey appreciation to the teachers in our Schools for the role they play in assuring the well-being of society. Carried.
Cowichan Spirit of Women – Take Back the Night	Movd. Councillor S. Jackson Secd. Councillor K. Newcomb THAT the Council of the City of Duncan proclaim September 15, 2001 as “Take Back the Night” in the City of Duncan, as requested in the September 10, 2001 letter from The Cowichan Spirit of Women;
	AND THAT Council authorize the Women Against Violence Society, the Together Against Violence Network and the Cowichan Valley Intercultural and Immigrant Aid Society to stage a candlelight vigil from 7:00 to 8:00 p.m., followed by a walk to the Train Station, on September 15, 2001 (Saturday) in the City Hall courtyard subject to:
	1. Dripless candles with drip-catcher containers being used since dripless candles do drip somewhat; 2. Flowers and candles not being left following the vigil (i.e. the site be left clean); 3. The roadway not being used during this “walk”. Carried.
	Reports of Standing Committees
	Parks & Recreation Committee
Duncan Street Hedge	Councillor Maxwell said that the majority of people with whom he has had conversation about the removal of the Duncan Street Hedge are pleased with the removal. He said it happily opens up the downtown core and eliminates a number of safety problem issues.
	Planning Committee
Downtown Neighbourhood Revitalization Committee	Councillor Jackson reported that she recently met with representatives of the Downtown Neighbourhood Revitalization Committee (DNRC) and they have advised her that they are now ready to consolidate their final report for presentation to City Council.
	Public Safety Committee
Community Youth Worker	Councillor Newcomb advised that the Community Youth Worker proposal is now being worked through the process with a number of different organizations. He said he would report further to City Council in this regard.
	Fire Committee
Long Service Medals – Volunteer Firefighters	Mayor Coleman reported on the August 25, 2001 ceremony honoring the long service of some of the Duncan Volunteer Firefighters: Rob Laver 25 year medal Don Meyer 20 year medal Ken McKinnon 20 year medal Dave Caulkins 20 year medal. Mayor Coleman stated that such long service is a great asset to the community.
	Reports of Special Committees
Building Statistics Report - August 2001	Movd. Councillor S. Jackson Secd. Councillor P. Kent THAT the Building Statistics Report for August 2001 as prepared by the Building Inspector, be received, the contents noted and filed. Carried.
	Advisory Planning Commission
	For consideration were the notes of the meeting held on August 23, 2001.
Green Door Society – Heritage Designation	For consideration was the following recommendation from the Advisory Planning Commission: “THAT the Green Door Society revert to the original plan presented to the APC or have their Heritage Bylaw rescinded; AND THAT should the Heritage Bylaw be rescinded, the Green Door Society can reapply for all or partial heritage designation at a later date if they wish.”
	Movd. Councillor S. Jackson Secd. Councillor G. Maxwell THAT the August 23, 2001 recommendation of the Advisory Planning Commission, regarding the heritage designation of the Green Door Society property at 126 Ingram Street, be TABLED. Carried.
Miscellaneous	Councillor Kent reported on the following items: He attended the August 15, 2001 Burma Star Association ceremony. He said a large gathering of dedicated veterans was on hand. On August 18, he officiated at the official opening of “Staples” at the Duncan Mall. He participated in the Strategic Planning Session at the Economic Development Commission (Urban Systems). On September 7, he represented the City at the official opening of the Cowichan Exhibition (134^th year). He extended appreciation to the numerous volunteers involved.
	Councillor Jackson reported on the following items: On September 5, the Mayor’s Advisory Committee on Race Relations met. She said that the interest in this Committee is vastly growing and the topics under consideration is producing much sustained dialogue.
	On September 7, she officiated at the official opening of the 3^rd Annual Wine Festival.
	On September 8, she participated in the 40^th anniversary of the Cowichan Rugby Club. She noted that the first women’s rugby team participated in the events of the day.
	Mayor Coleman said that he was absent for a number of local events since he attended the Municipal Finance Authority Board meeting in Vancouver and the Federation of Canadian Municipalities Board meeting in Prince George. At the FCM meeting, the Durban Conference on racial discrimination issues was much discussed along with the softwood lumber issue and the effects of international trade on local government.
	Unfinished Business
Canada/Ingram/Queens Intersection Traffic Study	Movd. Councillor M. Lukaitis Secd. Councillor P. Kent THAT the recommendation regarding the Canada/Ingram/Queens intersection traffic study be postponed to the first meeting of City Council in October. Carried.
Strategic Planning Process	For consideration was a memorandum dated September 10, 2001 from Councillor Phil Kent. Movd. Councillor P. Kent Secd. Councillor S. Jackson WHEREAS it is the consensus of Council that we initiate a strategic planning process for the future benefit of the City of Duncan;
	AND WHEREAS strategic planning will be an ongoing process of Council to identify issues and set priorities and objectives to further the progress of the City;
	THEREFORE BE IT RESOLVED THAT: 1. The Notice of Motion requirement be waived;
	A Committee be formed to recommend the initial form and structure of the strategic planning process;
	The Committee Members (2 or 3) and the Administrator be authorized to attend the Saturday evening and three (3) day workshop at Royal Roads University (October 20 (Saturday) – October 23 (Tuesday) entitled “Leadership in Local Governance – Strategic Community Directions” at the following cost:
	Per Person Registration: $750.00 Accommodation: ($55/night x 3 nights) 165.00 $915.00 Mileage (120 kms x .39/km) 46.80 (car pool in one vehicle). Carried.
	Mayor Coleman and Councillor Lukaitis dissenting.
	Mayor Coleman said that he would appoint the requested Committee.
New Library Location	For consideration were letters dated August 13 and 24, 2001 to and from the District of North Cowichan. Movd. Councillor G. Maxwell Secd. Councillor S. Jackson THAT in response to the August 24, 2001 letter from the Council of the District of North Cowichan, regarding the new library location, City Council resolve as follows:
	1) THAT Council agree to gift the footprint of the proposed new library on the west side of the Cowichan Community Centre to the Cowichan Valley Regional District subject to the conditions outlined as a) to c) inclusive below;
	2) AND THAT Council request the Council of the District of North Cowichan to agree to have the Library subcommittee (i.e. Mayor Rex Hollett, Councillor Glen Ridgway and Councillor Phil Kent) attempt to resolve the following items outlined in the August 13, 2001 resolution of City Council:
	a. Completion of negotiations with the Cowichan Exhibition re: bandshell/ washroom building in the parking lot, egress to Clement Street and other issues regarding the Cowichan Exhibition; b. Purchase of the Cowichan Agricultural Society’s property by the Cowichan Valley Regional District for additional parking and to accommodate access and egress to Clements Street; c. A reconfiguration of parking with proportional costs to be recovered through library capital costs. Carried.
City Square Project	For consideration was a letter dated September 6, 2001 from Stantec Consulting Ltd.
	Movd. Councillor P. Kent Secd. Councillor G. Maxwell THAT the following recommendation be referred to the Parks & Recreation Committee for assessment and recommendation:
	“THAT the City Engineers, Stantec Consulting Ltd. be authorized to prepare an agreement between the City of Duncan and Cloghesy & Doak for the design of the City Square Project.” Carried.
	Bylaws
Exemption from Taxation Bylaw No. 1918, 2001	Movd. Councillor P. Kent Secd. Councillor G. Maxwell THAT City of Duncan Exemption from Taxation Bylaw No. 1918, 2001 be reconsidered, finally passed and adopted. Carried.
Equipment Replacement Reserve Fund Expenditure Bylaw No. 1920, 2001	Movd. Councillor M. Lukaitis Secd. Councillor S. Jackson THAT Equipment Replacement Reserve Fund Expenditure Bylaw No. 1920, 2001 be reconsidered, finally passed and adopted. Carried.
	New Business
Simon Charlie Society	Movd. Councillor S. Jackson Secd. Councillor P. Kent THAT the request of the Simon Charlie Society, regarding participation in a publication, be referred to the Finance Committee for recommendation. Carried.
Special Meeting	Movd. Councillor G. Maxwell Secd. Councillor S. Jackson THAT the Council of the City of Duncan resolve into Special Meeting (Committee of the Whole) to discuss legal 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 8:45 p.m., City Council resolved into Special Meeting.
	At 9:15 p.m., the following Motion was PUT:
	Movd. Councillor M. Lukaitis Secd. Councillor G. Maxwell THAT this Special Meeting of City Council rise and report to City Council. Carried.
Compost Depot	Movd. Councillor P. Kent Secd. Councillor K. Newcomb THAT as policy, Council permit the Duncan Volunteer Firefighters and City employees (i.e. those who do not reside in the City in addition to those who do reside in the City) to use the compost facility subject to them doing so only when the compost facility is open to the public (i.e. Saturdays & Sundays, 11:00 a.m. – 4:00 p.m., March through November). Carried.
Adjournment	Movd. Councillor S. Jackson Secd. Councillor K. Newcomb 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