The Regular Meeting of City Council was held in the Council Chamber, City Hall, 200 Craig Street, Duncan, BC at 7:45 p.m., November 12, 2002. 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. Lukaitis Secd. Councillor M. Caljouw THAT the Minutes of the October 28, 2002 Regular Meeting of City Council be adopted. Carried.
	Communications:
World Planning Day	Movd. Councillor P. Kent Secd. Councillor S. Jackson THAT the Council of the City of Duncan proclaim Friday, November 8, 2002 as "World Town Planning Day" in the City of Duncan as requested by the Planning Institute of British Columbia in their October 24, 2002 letter. Carried.
	It was suggested that our Consultants, InSite Landscape Architecture Inc., make application to the Planning Institute of BC for an award for our new beautiful City Square. The Administrator advised that he would follow-up accordingly.
Horizons Pre-Employment Program	Movd. Councillor M. Lukaitis Secd. Councillor M. Caljouw THAT the Council of the City of Duncan support "in principle" the continued funding support of the Horizons Pre-employment Program of the Cowichan Women Against Violence Society by the Ministry of Community, Aboriginal and Women's Services beyond March 31, 2003. Carried.
Walk for Sobriety	Movd. Councillor S. Jackson Secd. Councillor G. Maxwell THAT the Council of the City of Duncan authorize the "Walk for Sobriety" to be staged on the streets within the City boundaries from 1:30 p.m. – 2:30 p.m. on November 22, 2002 (Friday) as requested in the October 23, 2002 letter from the Cowichan Tribes Tsewultun Heath Centre subject to the participants staying on the sidewalks and not impeding any vehicular traffic. (Note: James Street is in North Cowichan.); AND THAT Council proclaim November 22^nd, 2002 as "Walk For Sobriety Day" in the City of Duncan; AND THAT a member of City Council participate in the official kick-off of the walk at 1:30 p.m.. Carried.
Heart of the Matter Conference	Movd. Councillor G. Maxwell Secd. Councillor M. Caljouw THAT the October 31, 2002 grant request from Malaspina University College, regarding the February 2003 Heart of the Matter Conference, be referred to the Finance Committee for recommendation. Carried.
Movie Filming (Guy Judge and Damon Postma)	Movd. Councillor K. Newcomb Secd. Councillor S. Jackson THAT Guy Judge and Damon Postma be authorized to perform movie filming in Downtown Duncan subject to the following terms and conditions: The filming does not obstruct any parks, sidewalks or roadways. (Note: They have assured the Administrator that they will not obstruct parks, sidewalks or roadways.) The applicants holding harmless the City of Duncan from any and all possible liability claims in writing. The applicants carrying liability insurance with the policy providing for $2,000,000 per occurrence and the City of Duncan being named as an "Additional Insured Party". Carried.
	Reports of Standing Committees
	Finance Committee
Warrant No. 10-2002	Movd. Councillor M. Lukaitis Secd. Councillor P. Kent THAT Warrant No. 10-02 covering General Account cheque numbers 105439 – 105581 in the total amount of $445,067.36 Payroll Account - Payroll #21 covering cheque numbers 2428 - 2433 and Direct Deposits in the amount of 28,539.44 - Payroll #22 covering cheque numbers 2434 – 2454 and Direct Deposits in the amount of 34,482.68 GRAND TOTAL . . . . . . $508,089.48 be ratified. Carried.
	Parks & Recreation Committee
	For consideration were the notes of the November 4, 2002 meeting.
City Square – Skateboarding Prohibited	Movd. Councillor G. Maxwell Secd. Councillor S. Jackson THAT two signs be erected in the new City Square stating "Skateboarding Prohibited". Carried.
2003 Budget – Aquannis Centre	Movd. Councillor G. Maxwell Secd. Councillor S. Jackson THAT the Council of the City of Duncan seek an agreement with the District of North Cowichan to reflect the total assessment in the District of North Cowichan for cost sharing purposes on the Aquannis Centre for the 2003 Budget. Carried.
Rotary Park Sportsfield – Overhead Lighting	Movd. Councillor G. Maxwell Secd. Councillor P. Kent THAT the Council of the City of Duncan request the Duncan Rotary Club to consider assuming the project of upgrading the lighting for the Rotary Park sports field in conjunction with other possible user groups. (Option 1 (new fixtures only) $30,000.00; Option 2 (new poles & fixtures) $70,000.00). Carried.
	Reports of Special Committees
Building Statistics Report – October 2002	Movd. Councillor M. Lukaitis Secd. Councillor G. Maxwell THAT the Building Statistics Report for October 2002, as prepared by the Building Inspector, be received, the contents noted and filed. Carried.
Miscellaneous	Mayor Coleman reported on the following items: · He said that the CVRD Board of Directors recently revisited and endorsed the subject of establishing a function for regional tourism. He advised that subject to a counter petition, the initial budget for the tourism function is a maximum of $125,000.00 per annum. · He recently met with Chief Harvey Alphonse on a number of issues among which were the Wal-Mart development on the Mound (expecting a response from Wal-Mart) and the Outdoor Recreation Park (the Chief is meeting with CVRD Representatives on November 21). · On November 5, he chaired the all-candidates forum for School District 79. · On November 7, he attended the City all-candidates forum at the Duncan Fire Hall. · On November 9, he participated in the celebration of life on the passing of Preston Bruce at the Cowichan Community Centre Theatre. A moment of silence was then observed on the passing of Preston Bruce. · On November 11, he officiated in the Remembrance Day service and noted the magnificent public attendance.
New Library	Councillor Newcomb provided a summary of the October 31, 2002 Community Centre Commission meeting regarding the new proposed library. He said that a technical report was considered, which he felt was lacking in that it limited the alternatives to just two choices. He said that despite his protest, the Commission approved the new concept for a maximum of 2.7 million. He said he had questioned the process and why no 2^nd floor was being planned above the library. The CVRD Administrator reminded the Commission that the library does not wish to use 2^nd floor space and that the lease rate for the library may decrease if the 2^nd floor is constructed above the library since a possible new revenue source would be created for the Centre. BCBC also does not promote spec-space, since users needs usually require major upgrades. He also noted that the need for 170 pilings was not brought to the attention of the Commission Board early enough and has added considerable costs to the project. On a question, he advised that the plans should be finished in the early spring of 2003 and the invitation to tender will follow immediately. The projected completion date is late 2003.
	Unfinished Business
Cowichan Sportsplex	Movd. Councillor S. Jackson Secd. Councillor K. Newcomb THAT the letter of appreciation dated October 30, 2002 from the Cowichan Sportsplex, regarding our $1,000.00 grant for 2002, be received, the contents noted and filed. Carried.
Riverstone Strata Corp – Emergency Vehicle Access	For consideration were the following items: Letter dated November 1, 2002 from Taylor Granitto on behalf of the Riverstone Strata Corporation re: Emergency Vehicle Access, Memo dated March 26, 1997 from the Ministry of Transportation & Highways (MOTH) advising that "MOTH will not grant access from the TCH for emergency purposes". · Letter dated October 30, 1996 to MOTH from the City Administrator outlining the October 28, 1996 resolution of City Council (Note: It took until March 26, 1997 to get a hand-written negative FAX reply from MOTH).
	Movd. Councillor P. Kent Secd. Councillor S. Jackson THAT the subject of the Riverstone Strata Corp vehicle access request be referred to the Public Works Committee. Carried.
Sanitary Sewer Service – 340/350 Brae Road	For consideration were the following items: Memo dated October 30, 2002 from the Public Works Superintendent Memo dated October 28, 2002 from Councillor Martin Lukaitis
	Movd. Councillor M. Caljouw Secd. Councillor P. Kent THAT the subject of the sanitary sewer services for 340 and 350 Brae Road be referred to the Public Works Committee. Carried.
Provincial Police Cost Financing	Movd. Councillor K. Newcomb Secd. Councillor P. Kent THAT the letters dated October 18 and November 1, 2002 from the District of Logan Lake and the Town of Port McNeill, regarding provincial police financing, be received, the contents noted and filed. Carried.
City Square – Extension of Contract	For consideration were letters dated October 31 and November 7, 2002 from Jerry Mattu Excavating Ltd. and Stantec Consulting Ltd. Movd. Councillor S. Jackson Secd. Councillor G. Maxwell THAT as recommended by the City Engineers, Stantec Consulting Ltd., the City Square contract completion date be extended by seven (7) days to November 29, 2002 (Friday). Carried.
Possible Commercial Recycling Materials Collection Service	Movd. Councillor S. Jackson Secd. Councillor M. Lukaitis THAT the letter dated November 8, 2002 from Salish Disposal Ltd., regarding a possible commercial recycling materials collection service, be referred to the Public Works Committee for recommendation. Carried.
	Bylaws
Duncan Garage, 330 Duncan Street Structure and Site Bylaw No. 1935, 2002	Movd. Councillor M. Caljouw Secd. Councillor S. Jackson THAT "Duncan Garage, 330 Duncan Street Structure and Site Bylaw No. 1935, 2002" be reconsidered, finally passed and adopted. Carried. Councillor Maxwell dissenting.
Development Cost Charge Reserve Fund Expenditure Bylaw No. 1942, 2002 (Lakes Road and Trunk Road Intersection Construction)	Movd. Councillor M. Lukaitis Secd. Councillor G. Maxwell THAT "Development Cost Charge Reserve Fund Expenditure Bylaw No. 1942, 2002 (Lakes Road and Trunk Road Intersection Construction)" be reconsidered, finally passed and adopted. Carried.
Zoning Bylaw No. 1540, 1988, Amendment Bylaw No. 1, No. 1941, 2002 (321 Coronation Ave from C-2 (Office Commercial) to C-3 (Service Commercial)	Movd. Councillor G. Maxwell Secd. Councillor S. Jackson THAT "Zoning Bylaw No. 1540, 1988, Amendment Bylaw No. 1, No. 1941, 2002 (321 Coronation Avenue from C-2 (Office Commercial) to C-3 (Service Commercial)" be read for the third time. Carried.
Water Regulations Bylaw No. 1167, 1977, Amendment Bylaw No. 1944, 2002 (Rate Increase)	Movd. Councillor P. Kent Secd. Councillor S. Jackson THAT "Water Regulations Bylaw No. 1167, 1977, Amendment Bylaw No. 1944, 2002 (Rate Increase)" be reconsidered, finally passed and adopted. Carried.
	New Business
McHappy Day	Mayor Coleman said he was unavailable to assist with the McHappy Day event on November 20 and asked for a member of Council to advise the Administration if they could represent the City (12:00 noon).
Election – November 16	Mayor Coleman encouraged all electors to get out and vote on November 16, 2002.
Special Meeting	Movd. Councillor M. Lukaitis Secd. Councillor S. Jackson 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 9:20 p.m., the following Motion was Put: Movd. Councillor M. Caljouw Secd. Councillor S. Jackson THAT the Special Meeting of City Council rise; AND THAT this meeting do now adjourn. Carried.
	Michael Coleman Mayor Paul Douville City Administrator