The Regular Meeting of City Council was held in the Council Chamber, City Hall, 200 Craig Street, Duncan, BC at 7:30 p.m., February 11, 2002.
	Present: Mayor Michael Coleman; Councillors Mike Caljouw, Sharon Jackson, Phil Kent, Martin Lukaitis, Geoff Maxwell, 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 January 28, 2002 be adopted. Carried.
	Communications
Duncan-Cowichan Festival Society - Council Representative	Movd. Councillor M. Caljouw Secd. Councillor S. Jackson THAT in response to the January 27, 2002 letter from the Duncan-Cowichan Festival Society, Council appoint Councillor Ken Newcomb to serve on the Society Board. Carried.
Order of BC – Call for Nominations	Movd. Councillor S. Jackson Secd. Councillor P. Kent THAT the letter dated January 30, 2002 from the Intergovernmental Relations Secretariat, Province of BC, wherein they call for 2002 Nominations for the Order of BC be received, the contents noted and filed. Carried.
Duncan/North Cowichan Transit Service Agreement Renewal	For consideration was a letter dated January 30, 2002 from BC Transit. Movd. Councillor G. Maxwell Secd. Councillor P. Kent THAT Council authorize the execution of the Duncan/North Cowichan Transit Service Renewal Agreement effective May 1, 2002. Carried.
International Women's Day	Movd. Councillor S. Jackson Secd. Councillor K. Newcomb THAT the Council of the City of Duncan proclaim March 8, 2002 as "International Women's Day" in the City of Duncan as requested by the Cowichan Spirit of Women in their January 31, 2002 letter. Carried.
CV handyDART System – Client Survey	Movd. Councillor G. Maxwell Secd. Councillor M. Caljouw THAT the February 4, 2002 letter from Volunteer Cowichan and the December 2001 Client Survey of the Cowichan Valley handyDART System be received, the contents noted and filed. Carried.
BC Aviation Council - Airport Security Surcharge	Movd. Councillor M. Lukaitis Secd. Councillor S. Jackson THAT the Council of the City of Duncan support the January 31, 2002 request of the B.C. Aviation Council to the Government of Canada (i.e. Ministers D. Collenette and P. Martin) that the $24.00 per customer security surcharge only be assessed on international and cross-border flights and air travel across Canada (i.e. exempt small B.C. coastal air operators and those who serve the northern B.C. communities). Carried.
Coastal Community Network	For consideration was a letter dated January 14, 2002 from the Coastal Community Network. Movd. Councillor G. Maxwell Secd. Councillor M. Caljouw THAT Council again advise the Coastal Community Network that they do not wish their membership renewed. Carried.
Freedom to Read Week	Movd. Councillor P. Kent Secd. Councillor K. Newcomb THAT the week of February 24 to March 1, 2002 be proclaimed as "Freedom to Read Week" in the City of Duncan as requested by the Vancouver Island Regional Library Board Chair in her February 4, 2002 letter. Carried.
Metis Provincial Council of BC – AGM	For consideration was a letter dated February 8, 2002 from Earl Belcourt, Vice President of the Metis Provincial Council of BC. In his letter, Mr. Belcourt advises that they will be holding their Annual General Meeting in Duncan on March 1, 2 & 3, 2002 and anticipate 500 delegates. Mr. Douville was asked to advise them that the banner poles south of the Silver Bridge are not available and suggest that they contact North Cowichan regarding the banner poles in Pioneer Park. Mr. Douville was also asked to contact them to determine whether they wish a visit from our Deputy Mayor at the AGM.
	Reports of Standing Committees
	Finance Committee
Warrant No. 01-2002	Movd. Councillor M. Lukaitis Secd. Councillor G. Maxwell THAT Warrant No. 01-02 covering General Account cheque numbers 104235 – 104297 in the total amount of $132,724.78 Payroll Account - Payroll #01 covering cheque numbers 001 - 014 and Direct Deposits in the amount of 33,086.92 - Payroll #02 covering cheque numbers 015 – 021 and Direct Deposits in the amount of 28,864.45 - Payroll #03 covering cheque Numbers 022 – 042 and Direct Deposits in the amount of 34,962.34 GRAND TOTAL . . . . . . $229,638.49 be ratified. Carried.
	Parks & Recreation Committee For consideration were the notes of the January 30, 2002 Parks and Recreation Committee meeting.
Centennial Park Washrooms	Movd. Councillor G. Maxwell Secd. Councillor K. Newcomb THAT the Centennial Park Washrooms only be open for use 9:00 a.m. to 5:00 p.m., June 1 – September 30. Carried.
	Fire Committee
New Pumper Truck	Councillor Caljouw advised that the new pumper truck will arrive in Abbotsford in March and should be delivered to Duncan in June.
	Reports of Special Committees
Building Statistics Report – January 2002	Movd. Councillor G. Maxwell Secd. Councillor M. Lukaitis THAT the Building Statistics Report for January 2002 as prepared by the Building Inspector, be received, the contents noted and filed. Carried.
Miscellaneous	Councillor Kent reported on the following items: The Chamber of Commerce Board meeting was held on February 5 and preparations for Chamber Week (February 11 – 15) were fully discussed.
	The Chamber of Commerce is implementing a new fee structure for new members, which is quite innovative and should attract new members. During Chamber Week, the following events are to occur: - Women's Entrepreneurial Workshop – February 11 - Money Show (Money Management and Investment – Travelodge – February 13) - Geoff Millar, Economic Development Manager – CVRD, at the Quw'utsun Culture and Conference Centre – February 14 · The Chamber is seeking nominations for new Board Members.
	Councillor Newcomb advised that the Cowichan Community Centre Sub-Committee recently met to fine tune recommendations for the Commission and he noted that Director Richard Hughes is now a member of this Committee.
	Councillor Jackson reported on the following items: The February 4, 2002 Heart & Stroke Foundation breakfast was a great success and raised approximately $5,000. She encouraged members of the public to contribute during Heart Month (February). On March 21, an improved anti-racism parade is being planned. On February 10, the Mayor, a number of Members of Council and the Administrator met with new Cowichan Tribes Chief Harvey Alphonse and new Tribes Manager Edith Leeming. On February 13, the Council of Canadians is holding a workshop on the Treaty Negotiation Process.
	Mayor Coleman reported on the following items: · On January 30, City Council met to finalize the City Square plans with the consultants. On January 31, a Joint Council meeting was held with the Council of the District of North Cowichan to discuss Aquannis Centre funding, Pioneer/Kin Parks financing, policing, water system issues and intergovernmental business licenses.
	· On February 4, Council met with CVRD representatives to discuss the final aspects of the new CVRD office complex.
	· Following the February 10 meeting with Chief Harvey Alphonse and Tribes Manager Edith Leeming, the process will be ongoing and another meeting will be held in March.
	Unfinished Business
Standing Committee Meetings	For consideration were the following items: Notice of Motion received January 25, 2002 from Councillor Ken Newcomb; Memo dated January 28, 2002 from the City Administrator; · Memo dated February 1, 2002 from Mayor M. Coleman. Movd. Councillor K. Newcomb Secd. Councillor S. Jackson THAT Council establish fixed times, dates and the place for the holding of regular Standing or Special Committee meetings, including other necessary meetings requiring the attendance of Members of Council as follows: The meetings of all Standing, Special or other Committee meetings shall be scheduled to be held on alternate Mondays from those of the regularly scheduled Monday Council Meetings each and every month of each year of each term of Council of the City of Duncan, as meetings are required. The commencement of the meetings shall be scheduled to start at 5:00 p.m. and the Administrator shall present a sequential Agenda list of all Standing, Special or other Committees in the same order for the call of business at each regularly scheduled Monday Council Meetings. The time slotting of committees other than as set forth on the Agenda list shall be capable of alteration by the Members of Council in attendance at the commencement of each meeting. An alteration as to time or day will be warranted when it is intended to accommodate all Members of Council or Members of the Committee, as the case may be, or to ensure the best and most efficient use of time and orderly handling the business of the Committees as shall require action at that particular meeting. In addition, in the event that time will not allow a full and complete handling of the matters requiring action to occur, for that of a particular Committee, the Committee Chair, on a majority vote, may choose to adjourn the business to the next regular Committee Meeting date following to complete the business.
	That the Senior Staff of the City of Duncan, including without restricting the generality thereof, the Administrator, Treasurer and Superintendent of Public Works be in attendance to provide information, input and recommendations to the Committees on the matters requiring action for each Committee as may be needed. That the Administrator shall have available for Members of Council, a full and complete information package of matters requiring action by the Committees on the Friday prior to the holding of the next Committee Meetings in order for the Council to have sufficient advance notice and opportunity to review the substance of the matters proposed to be dealt with by each of the Committees on the following Monday evening. The Administrator shall have established an Agenda of matters for each Committee as part of the package of information so that Members of Council will be able to determine in advance as to whether or not there are any matters requiring action in regard to any particular Standing, Special or other Committee for the next Committee meeting. Carried.
	It was the consensus of Council that this policy would be on a trial basis for the balance of 2002.
Police Services Financing	Movd. Councillor P. Kent Secd. Councillor M. Caljouw THAT the letters dated December 12, 2001 and January 25, 2002 to and from the Honourable Rich Coleman, Solicitor General of BC, regarding police services financing, be received, the contents noted and filed. Carried.
E & N Railway	Movd. Councillor P. Kent Secd. Councillor G. Maxwell THAT the letters dated January 17 and 28, 2002 to and from the Honourable Judith Reid, BC Minister of Transportation, regarding the E & N Railway, be received, the contents noted and filed. Carried.
	Councillor Kent advised that the Association of Vancouver Island and Coastal Communities Roundtable on the future of the E & N Railway will be staged on February 21, 2002 in Nanaimo. He advised that representatives of CP Rail, E & N Rail and Rail America will be present.
Transportation Corridor Zone	Movd. Councillor P. Kent Secd. Councillor M. Caljouw THAT the Council of the City of Duncan advise Canadian Pacific Railway Company and Rail America that they are considering the possibility of rezoning the railway corridor in Duncan from General Commercial (C-1) to a new Transportation Corridor Zone where permitted uses would be limited to rail, vehicle, cycle and pedestrian uses; AND THAT these two companies be requested to provide their comments in this regard. Carried.
	New Business
Sports Goals & Cages Policy	For consideration was a memorandum dated February 1, 2002 from the City Administrator. Movd. Councillor M. Lukaitis Secd. Councillor P. Kent THAT Council set policy governing the safe use and storage of sports field portable goals and cages as follows: a) the City will not supply portable goals or track and field cages; b) any goals or cages supplied by user groups must be stored, chained and locked in such a manner to prohibit them from toppling over; c) when such goals or cages are in use, they must be securely fastened to the ground (i.e. use "Z" brackets/hooks that screw into the ground (endorsed by the Canadian Soccer Association); and d) the user groups are required to inspect the goals and/or cages for security, and are required to maintain and repair them as necessary. Carried.
Rain Fest	For consideration was a letter dated February 5, 2002 from Longevity John Falkner. Movd. Councillor M. Caljouw Secd. Councillor S. Jackson THAT Council authorize Longevity John Falkner to stage a "Rain Fest" parade between 11:00 a.m. and 12:00 Noon on February 16, 2002 (Saturday) on the SIDEWALKS of the City roadways as outlined in his February 5, 2002 letter; AND THAT Council also authorize the "Rain Fest" celebration to be held on Jubilee Street between Government & Kenneth Streets (i.e. roadway to be closed to vehicular traffic) between 7:00 a.m. and 5:00 p.m. on February 16, 2002 (Saturday); AND THAT both of these authorizations be subject to the following terms and conditions:
	Concurrence of the Duncan Business Improvement Area Society (DBIAS) and the businesses on Jubilee between Government and Kenneth (the Society and businesses have agreed); John Falkner holding harmless the City of Duncan from any and all possible liability claims in writing; Provision of liability insurance to a minimum of $2,000,000 per occurrence for both events; Payment of a $300.00 deposit, which will be returned to the payor if the streets and infrastructure are left in a clean and undamaged condition; A 4.5 metre (15 feet) wide fire lane being kept open on Jubilee Street at all times; The parade not interfering with the movement of vehicular traffic or access to any business; · The RCMP, Commissionaires and Fire Chief being advised of these events. Carried.
Special Meeting	Movd. Councillor M. Lukaitis Secd. Councillor P. Kent THAT the Council of the City of Duncan resolve into Special Meeting (Committee of the Whole) to discuss legal and property matters; AND THAT persons other than Council Members and the City Administrator be excluded from this meeting (Section 242.3 – Local Government Act). Carried.
	At 8:20 p.m., City Council resolved into Special Meeting.
	At 8:50 p.m., the following Motion was PUT:
	Movd. Councillor S. Jackson Secd. Councillor K. Newcomb THAT the Special Meeting of City Council rise; AND THAT this meeting of City Council do now adjourn. Carried.
	Michael Coleman Mayor Paul Douville City Administrator