The Regular Meeting of City Council was held in the Council Chamber, City Hall, 200 Craig Street, Duncan, BC at 7:30 p.m., June 9, 2003. Present: Mayor Michael Coleman; Councillors Mike Caljouw, Jenny Farkas, Sharon Jackson, Phil Kent, 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 G. Maxwell Secd. Councillor M. Caljouw THAT the minutes of the May 26, 2003 Regular Council meeting be adopted. Carried.
Dylan Jones	Councillor Farkas introduced Dylan Jones, a grade 5 French Immersion student from Duncan Elementary School. Dylan is interested in the operation of governments and in particular, local governments. She said that this was the first Council meeting that he has ever attended and that he plans to attend many more meetings to broaden his education. Dylan was welcomed by all members of Council.
	Delegations
Todd Humen – Auditor	Representing Hayes Stewart Little & Company (City Auditors), Todd Humen addressed Council. He said that their most recent audit was for the financial statements for the year ending December 31, 2002. The Financial Statements are prepared by City officials and these are the documents cross-referenced and audited by them. Management is required to sign a statement that the effects of uncorrected financial misstatements aggregated by the auditors during the audit are immaterial to the Financial Statements taken as a whole. Mr. Humen said that the 2002 Financial Statements fairly represent the financial position of the City. Mr. Humen said that the City records are excellent and represent one of the better audits performed by his firm. He commended and expressed appreciation to Mr. Frame and the City staff for their excellent assistance.
Mark Frame – City Treasurer	Mr. Frame presented the Financial Statements for the year ended December 31, 2002. He said that this presentation was advertised in the local media and that copies of the Financial Statement are available for public distribution at City Hall upon request. Mr. Frame then provided Council and the general public with the following information: The City of Duncan is in a good financial position. The City has Financial Assets of $6,121,735 and Liabilities of $2,457,448 for Net Financial Assets totaling $3,664,287. Capital Assets including Land, Buildings, Engineering Structures and Equipment are carried on the balance sheet at $24.987,735. The corresponding long-term debt is only $1,102,944. For the year ended Dec 31, 2002 the City of Duncan’s Operating funds had a surplus of $74,824 on a consolidated basis. In 2002, the City completed $1,434,156 in capital projects, some of the larger ones were: o City Square $513,586 o 2002 Ford LaFrance Pumper Truck $379,964 o Completion of Lakes/Trunk Traffic Lights $ 58,184 o Traffic and Circulation Study $ 32,800 o Craig Street Storm Sewer $ 93,787
	Councillor Kent, Chair of the Finance Committee, commended the City Treasurer and staff for their efficiency and effectiveness and said that Council was pleased to note the good financial position of the City. Movd. Councillor S. Jackson Secd. Councillor P. Kent THAT the Council of the City of Duncan adopt the Financial Statement for the year ended December 31, 2002 as audited by Hayes Stewart Little & Company. Carried. Messrs. Humen and Frame were thanked for their presentations and they left the meeting.
	Communications
Private Liquor Stores in BC	For consideration was a letter dated May 27, 2003 from the BC Government and Service Employees' Union. Movd. Councillor S. Jackson Secd. Councillor M. Caljouw THAT the Council of the City of Duncan correspond with the Honourable Rich Coleman, BC Solicitor General, requesting that he and his Ministry enter into meaningful community consultations during his newly announced deliberations on the concept of private liquor stores throughout the Province. Carried.
Cowichan Valley Car Picnic - 2003	Movd. Councillor P. Kent Secd. Councillor M. Caljouw THAT the May 20, 2003 request from Colin Heasley be endorsed; AND THAT the owners and enthusiasts of interesting cars be permitted to gather at the Train Station Parking Lot from 10:00 a.m. to 12:00 noon on Sunday, August 10, 2003 prior to their Annual Picnic at Brentwood College. Carried. It was suggested that the DBIAS be advised of this event and that the organizers consider placing a sign at the August 9, 2003 Farmer's Market in the same parking lot advertising the August 10 morning gathering of interesting cars. It was also suggested that the organizers may wish to place a small ad in the local newspapers inviting members of the public to view the cars during their 2-hour stay at the parking lot.
Kindness Day	For consideration was an e-mail dated May 29, 2003 from the City of North Vancouver and a letter dated March 31, 2003 from Joseph Bankier to Prime Minister Jean Chretien, regarding the possible institution of "Kindness Day". Movd. Councillor G. Maxwell Secd. Councillor M. Caljouw THAT pursuant to the correspondence received from Mr. Joseph Bankier, Bankier & Associate, dated April 23, 2003, the Council of the City of Duncan support the introduction of a "Day of Kindness" in the Province of British Columbia. Carried. Councillors Jackson & Farkas dissenting.
V.I. Association of Wood Processors - Softwood Industry Community Economic Adjustment Initiative	Movd. Councillor G. Maxwell Secd. Councillor P. Kent THAT the Council of the City of Duncan support the proposal of the Vancouver Island Association of Wood Processors for funding under the Softwood Industry Community Economic Adjustment Initiative as outlined in their May 27, 2003 letter. Carried.
Duncan-Cowichan Festival Society - Annual Requests	Movd. Councillor S. Jackson Secd. Councillor K. Newcomb THAT the June 2, 2003 letter from the Duncan-Cowichan Festival Society, regarding the July 2003 Summer Festival, be referred to the General Purposes Committee with power-to-act. Carried.
Just Jake's Restaurant – Summer Festival Sidewalk Cafe	Movd. Councillor S. Jackson Secd. Councillor M. Caljouw THAT as requested in the June 9, 2003 letter from Just Jake's Restaurant, Council authorize the annual sidewalk café on Craig Street adjacent to Just Jake's Restaurant (45 Craig Street), as outlined on the plan attached to the letter, between 10:00 a.m. and 10:00 p.m. on July 18 and 19, 2003 subject to: The public area being used is covered by their public liability insurance policy (i.e. minimum of $2,000,000. per occurrence, with the City of Duncan being named as "an additional insured third party"); The City being saved harmless in writing from any and all possible liability claims; Provision of a $300.00 deposit that will be returned to Just Jake's Restaurant if the site is left in a clean and undamaged condition. Carried.
	Reports of Standing Committees
	Finance Committee
	For consideration were the notes of the June 2, 2003 meeting.
Audit Committee	Movd. Councillor P. Kent Secd. Councillor K. Newcomb THAT the Finance Committee of City Council also serve as the Audit Committee. Carried.
	Planning & Priorities Committee
	For consideration were the notes of the June 2, 2003 meeting.
Downtown & Gateways Revitalization Implementation Strategy	Movd. Councillor P. Kent Secd. Councillor G. Maxwell THAT the project of providing the Downtown & Gateways Revitalization Implementation Strategies be awarded to Urban Systems for a maximum of $25,000.00 plus taxes and disbursements. Carried.
	Parks & Recreation Committee
	For consideration were the notes of the June 2, 2003 meeting.
Totems – Kenneth No. 1 Parking Lot	Movd. Councillor G. Maxwell Secd. Councillor P. Kent THAT the following recommendation be referred back to the Parks & Recreation Committee: "THAT as recommended by the Totem Poles Committee, the existing trees in the planter areas at the entrance to the Kenneth Street Parking Lot #1 be removed; AND THAT a maximum of 2 lamp standards, 4 trees and 2 totem poles with brick pavers and a donated bench be installed at a maximum cost of $4,200.00." Carried.
Totem & Overhead Light – Kenneth No. 2 Parking Lot	Movd. Councillor G. Maxwell Secd. Councillor K. Newcomb THAT a totem and a new overhead light (similar to the ones in the City Square) be installed in the planter on the west-side of the entrance to Kenneth Street Parking Lot No. 2. Carried.
	Public Safety & Emergency Services Committee
Downtown Security	Councillor Farkas reported on the June 4, 2003 meeting hosted by City Council and the Duncan Business Improvement Area Society on downtown security. She said all members of Council were in attendance along with representatives of the DBIAS and owners of many downtown businesses. RCMP Constable Calvin Beers and Carol Rolls addressed the meeting and explained the Community Policing Initiatives. A portion of the initiatives is to establish a Community Policing Station in downtown Duncan as soon as possible. A subsequent downtown security meeting will be scheduled for mid-August 2003, hopefully in conjunction with the opening of the proposed Community Policing Station.
	Reports of Special Committees
	Totem Poles Committee
	For consideration were the notes of the May 29, 2003 meeting.
Totem Tours and Free Totem Books	Movd. Councillor G. Maxwell Secd. Councillor K. Newcomb THAT the DBIAS distribute coupons for a free Totem Book to people completing the Totem Tour; AND THAT the books be available for pick up from Judy Hill Gallery, the Cowichan Valley Museum and the Information Centre. Carried.
	Pioneer Park Complex Committee
X-treme Park Overhead Lighting	Movd. Councillor G. Maxwell Secd. Councillor P. Kent THAT as recommended by the Pioneer Complex Committee, the lighting of the X-treme Park proceed in 2003 at a maximum cost of $7,000.00; AND THAT the 2004 requisitions be reduced to reflect actual operating costs. Carried.
KIDZTOWN	Movd. Councillor G. Maxwell Secd. Councillor S. Jackson THAT as recommended by the Pioneer Complex Committee, the KIDZTOWN program be permitted in Kin Park subject to the organizers securing the required public liability insurance and completing the necessary facilities agreement. Carried.
Miscellaneous	Councilor Kent reported on the following items: · In late May, he attended a meeting of the BC Forest Discovery Centre Board of Directors. He said they are well into their strategic planning process and there will be an initial presentation on it at the AGM scheduled for 1:00 p.m., June 14, 2003. He encouraged members of Council and the public to attend this presentation. · On June 10, he and Councillor Caljouw attended a meeting regarding the Vancouver Island Rail Initiative. He said progress is still being made.
	Councillor Jackson reported that she participated in the opening of the new "Hire a Student Centre", Human Resources Development Canada at Jubilee and Kenneth. She said that there are many opportunities advertised at this Centre. Councillor Jackson also reported on the 10^th Anniversary of the Growing Together Day Care Centre on Cairnsmore. She said that this is a great program where young parents can attend school to attain their high school diplomas while their children are cared for.
	Councilor Farkas extended congratulations to Mayor Coleman on his recent election as 2^nd Vice-President of the Federation of Canadian Municipalities.
	Mayor Coleman said he recently participated in the annual inspection of the Sea Cadets at the Cowichan Community Centre. He said the ceremony was officiated by retired Admiral Mainguy. He said there are many talented and wonderful young people associated with this movement.
	Councillor Caljouw announced that the City of Duncan won the Power Smart Challenge between the District of North Cowichan and the City. On a per capita basis, more residents of Duncan retrieved their free Power Smart light bulbs from BC Hydro than the residents of the District of North Cowichan. Having lost this challenge, North Cowichan Mayor Jon Lefebure had to cook dinner for Councillor Caljouw and Councillor Caljouw reported that it was delicious.
	Councillor Farkas referenced the July 5, 2003 Cowichan Sportsplex 12-hour relay and related activities. She said that the District of North Cowichan has challenged City Council to become involved and she is working on having City representation do so.
	Unfinished Business
New Library	Movd. Councillor K. Newcomb Secd. Councillor G. Maxwell THAT the memo dated June 4, 2003 from the City Treasurer, regarding the cost of temporary borrowing to meet the tendered over-budget expenditures for the proposed new library, be received, the contents noted and filed. Carried.
Police Financing	Movd. Councillor P. Kent Secd. Councillor S. Jackson THAT the Council of the City of Duncan agree to participate in a joint meeting of affected municipalities regarding the proposed "restructuring of police financing" as requested in the May 28, 2003 letter from the Town of Creston. Carried.
Elk Creek Rainforest	Movd. Councillor G. Maxwell Secd. Councillor K. Newcomb THAT the following correspondence regarding the Elk Creek Rainforest, be received, the contents noted and filed: · Letter dated May 23, 2003 from the BC Ministry of Forests to the Western Canada Wilderness Committee. · Letter dated April 2, 2003 from the Western Canada Wilderness Committee to the BC Ministry of Forests. · Letter dated April 30, 2003 to the BC Minister of Forests from the City of Duncan in response to the letter dated April 7, 2003 from the Western Canada Wilderness Committee. Carried.
	Bylaws
Intermunicipal Business License Agreement Bylaw 2003, No. 1955	Movd. Councillor G. Maxwell Secd. Councillor S. Jackson THAT "Intermunicipal Business License Agreement Bylaw 2003, No. 1955" be reconsidered, finally passed and adopted. Carried.
	New Business
Annual Reporting On Municipal Finance	Movd. Councillor G. Maxwell Secd. Councillor S. Jackson THAT the memo dated May 28, 2003 from the City Treasurer regarding the annual reporting on municipal finance, be received, the contents noted and filed. Carried.
Commemorative Plaque for Chris & Wendy Mann	For consideration was a letter dated June 5, 2003 from the Cowichan Women's Touch Football League. Movd. Councillor S. Jackson Secd. Councillor K. Newcomb THAT the Council of the City of Duncan authorize the placement of a plaque on the McAdam Park fieldhouse to honour the work of Chris and Wendy Mann over many years for the Cowichan Women's Touch Football League as outlined in the June 5, 2003 letter from the League. Carried.
Intermunicipal Business License and Purchasing Policy	Councillor Jackson expressed appreciation and congratulations to members of Council on implementing the new Intermunicipal Business License and working on streamlining amendments to the Purchasing Policy.
Special Council Meeting	Movd. Councillor G. Maxwell Secd. Councillor P. Kent THAT the Council of the City of Duncan resolve into Special Meeting (Committee of the Whole) to discuss legal 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 8:15 p.m., City Council resolved in to Special Meeting.
	At 9:44 p.m., the following Motion was Put: Movd. Councillor S. Jackson Secd. Councillor J. Farkas THAT the Special Meeting rise and report to City Council. Carried.
Duncan City Square Policies	Movd. Councillor S. Jackson Secd. Councillor P. Kent THAT the Council of the City of Duncan endorse the Duncan City Square Policies received May 26, 2003 with the following amendments: · The title be changed to "Duncan City Square Regulatory Policies". · A separate section being developed for clean-up and rubbish removal stating that rubbish containers should be emptied during and after the event and that there should be containers provided for recycling opportunities. · The Section headed City Bylaws is to read "All Bylaws of the City of Duncan must be adhered to including those regarding noise (Bylaw No. 1423) and profanity (Bylaw No. 1597)". · The section entitled Liability Insurance to read "City Square users must provide the DBIAS with a copy of their liability insurance policy to include the "Duncan Business Improvement Area Society" and "The Corporation of the City of Duncan" as additional insured third parties for any event held in the City Square". · In the Liability Insurance section, the words "and the City of Duncan" be added to the paragraph regarding the indemnification and holding harmless provision. Carried.
Summer Festival – Annual Requests	Movd. Councillor K. Newcomb Secd. Councillor S. Jackson THAT the Council of the City of Duncan authorize all aspects of the 2003 Duncan-Cowichan Summer Festival as outlined in the June 2, 2003 letter from the Duncan-Cowichan Festival Society except the following items: · Bleachers not be provided at the Green Door property as requested in item #13 since the City is not prepared to pay the extra costs for the Public Works crew overtime requirement on weekends (therefore 2 sets of bleachers will be provided south of the Train Station). · Section 3 (use of City Square) and Section 11 (restrictions on sale of foods, goods and services) are subject to the current lease agreements between the City of Duncan, the Duncan Business Improvement Area Society and the Duncan Farmer's Market Society (copies attached); AND THAT the Festival Society be requested to seek permission from the District of North Cowichan for closing James Street at the Trans Canada Highway during the Grand Parade; AND THAT July 13 - 19, 2003 be proclaimed "Summer Festival Week" in the City of Duncan; AND THAT CVRD Officials be requested to re-route the public transit buses for the duration of the Grand Parade on July 19, 2003 (Saturday) from 10:45 a.m. to 12:30 p.m. AND THAT the Society be advised that the City is unable to supply heavier barriers than previously supplied. Carried.
Adjournment	Movd. Councillor S. Jackson Secd. Councillor P. Kent THAT this meeting of City Council do now adjourn. Carried. At 9:50 p.m., the meeting adjourned.
	Michael Coleman Mayor Paul Douville City Administrator