The Regular Meeting of City Council was held in the Council Chamber, City Hall, 200 Craig Street, Duncan, BC at 7:30 p.m., November 10, 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 P. Kent THAT the minutes of the October 27, 2003 Regular Council meeting be adopted. Carried.
	Delegations:
RCMP Inspector Linton Robinson – Crime Statistics and Report	RCMP Inspector Linton Robinson addressed Council regarding the November 2003 Crime Statistics and Related Issues Report. This report outlines crime statistics for the City for the 3^rd Quarter of 2003 (July/August/ September). Inspector Robinson indicated that the statistics are very close to those of the same period of 2002.
		2002	2003
	Total Crimes Against Persons	115	136
	Property Crime	472	455
	Criminal/Other	1131	1123
	Inspector Robinson noted that there has been an increase in assaults due primarily to domestic violence. He said they have arrested a person who has been responsible for several B & E's and thefts of motor vehicles in the community. The Youth Criminal Justice Act offences are minimal.
	It was noted that Carol Rolls has been very active in organizing the Cowichan Region Community Policing function. The new offices are now in operation at #3-149 Canada Avenue and they have 75 trained volunteers available for duty. Community Policing offices are also being established in Cowichan Bay and Chemainus. Two important programs for the volunteers will be Speed Watch and Citizens on Patrol.
	Members of Council expressed satisfaction with the activities of the Community Policing office.
	Inspector Robinson reminded members of Council about the November 27, 2003 meeting (4:30 p.m.) regarding the Integrated Policing Study for the Cowichan Valley. He encouraged all members of Council to attend.
	Regarding Human Resources, the Inspector said that they were 8 members short over the summer of 2003 and that they are now back to full strength.
	The Inspector was thanked for his presentation and he left the meeting.
Sondra Vander Meer	Present to make a presentation to City Council was Sondra Vander Meer, Treasurer of the Downtown Duncan Farmer's Market Society (DDFMS). For consideration was an e-mail dated November 10, 2003 from Ms. Vander Meer requesting that Council postpone the recommendation regarding the timing of the proposed move from the Train Station parking lot to the City Square and Craig Street. Ms. Vander Meer indicated that she is the only Board Member standing for re-election at the AGM scheduled for November 18, 2003. She requested that the lease negotiations be staged between the Duncan Business Improvement Area Society (DBIAS) and the new Board of the DDFMS. Ms. Vander Meer said that in the lease proposed by the DBIAS, they are requesting a 600% increase in the rent charged for the City Square and Craig Street (i.e. $50.00 per week to $300.00 per week). The DDFMS currently pays $150.00 per week for both areas (Train Station parking lot and City Square) and therefore the proposed rent increase for just the City Square and Craig Street would be a two-fold increase. She suggested that this is not affordable for the vendors. Ms. Vander Meer again requested that Council delay adopting the resolution on this evening's Agenda.
	Councillors advised Ms. Vander Meer that they definitely want the Farmer's Market to be staged solely in the City Square and on Craig Street.
	Movd. Councillor S. Jackson Secd. Councillor M. Caljouw THAT Agenda item 4(d) regarding the Downtown Duncan Farmer's Market be moved forward to this point. Carried.
	Movd. Councillor P. Kent Secd. Councillor J. Farkas THAT the following recommendation from the Parks & Recreation Committee be referred back to the Committee for further consideration: "THAT pursuant to Section 13 of the current lease with the Duncan Farmers' Market Society, the Council of the City of Duncan advise the Society that they wish to have the new lease apply solely for the City Square and Craig Street between Station and Ingram Streets (Craig Street between Kenneth and Ingram Street would be utilized first and Craig Street between Station and Kenneth Streets would be utilized later as demand warrants)." Carried.
	Councillor Newcomb dissenting.
	Ms. Vander Meer was thanked for her presentation and she left the meeting.
	Communications
Crime Stoppers Month	Movd. Councillor S. Jackson Secd. Councillor M. Caljouw THAT the Council of the City of Duncan proclaim the month of January 2004 as "Crime Stoppers Month" in the City of Duncan as requested by the Cowichan Valley Crime Stoppers organization in their October 22, 2003 letter. Carried.
Fairburn Farm – Proposed Changes in Meat Inspection Regulations	Movd. Councillor S. Jackson Secd. Councillor G. Maxwell THAT the letter dated October 26, 2003 from the Cowichan Water Buffalo Dairy at Fairburn Farm, regarding proposed changes to the meat inspection regulations, be received, the contents noted and filed. Carried.
Perioperative Nurses Week	Movd. Councillor M. Caljouw Secd. Councillor S. Jackson THAT the Council of the City of Duncan proclaim the week of November 9 – 15, 2003 as "Perioperative Nurses Week" in the City of Duncan as requested by the British Columbia Operating Room Nurses Group in their October 28, 2003 letter. Carried.
Child Day	Movd. Councillor G. Maxwell Secd. Councillor S. Jackson THAT November 20, 2003 be proclaimed as "Child Day" in the City of Duncan as requested by the Society for Children and Youth of BC in their October 30, 2003 letter. Carried.
BC Forest Discovery Centre- Softwood Industry Community Economic Adjustment Initiative (SICEA)	Movd. Councillor M. Caljouw Secd. Councillor P. Kent THAT as requested in the October 31, 2003 letter from the BC Forest Discovery Centre, the Council of the City of Duncan endorse the funding application of the BC Forest Discovery Centre to the Softwood Industry Community Economic Adjustment Initiative (SICEA) regarding the proposal entitled “Improving Restoration Shops and Developing Visible Storage Areas – a project proposal for improved standards and to increase public access”. Carried.
District of North Cowichan – 2010 Olympic and Paralympic Games	Movd. Councillor P. Kent Secd. Councillor G. Maxwell THAT the letter dated November 3, 2003 from the Mayor of the District of North Cowichan, regarding 2010 Olympic and Paralympic Games, be received, the contents noted and filed; AND THAT this subject be placed on the Agenda of the next Joint Council meeting. Carried.
Christmas Kick-Off - Fireworks	Movd. Councillor S. Jackson Secd. Councillor P. Kent THAT City Council authorize Cam Drew and Neil Sedman from Celebration to display fireworks from the roof of City Hall on Friday, November 28, 2003 to kick start the holiday season in downtown Duncan as outlined in the November 6, 2003 e-mail from Mr. Drew subject to the following terms and conditions: · Mr. Drew and Mr. Sedman holding harmless the City of Duncan from any and all possible liability claims in writing. · Public Liability Insurance to a minimum of $2,000,000 per occurrence being carried for this event with the City of Duncan being named as an “Additional Insured Party”. · $300.00 Damage Deposit, which will be returned to them if the City Square, City Hall roof and facilities are left in a clean and undamaged condition. Carried.
	Reports of Standing Committees
	Finance Committee
Warrant No. 10-03	Movd. Councillor P. Kent Secd. Councillor G. Maxwell THAT Warrant No. 10-03 covering General Account cheque numbers 107160 – 107313 in the total amount of $512,971.75 - Payroll Account – Payroll #20 covering cheque numbers 2919 – 2922 and 2924 - 2926 and Direct Deposits in the amount of 31,036.45 - Payroll #21 covering cheque numbers 2923, 2927 – 2946 and Direct Deposits in the amount of 36,551.79 GRAND TOTAL . . . . . . $580,559.99 be ratified. Carried.
	Communications Committee
	For consideration were the notes of the November 3, 2003 meeting.
Companion Ferry Brochure	Movd. Councillor S. Jackson Secd. Councillor M. Caljouw THAT the Council of the City of Duncan not place an advertisement in the 2004 "At a Glance Companion Ferry Brochure". Carried.
	Reports of Special Committees
Building Statistics Report – October 2003	Movd. Councillor G. Maxwell Secd. Councillor P. Kent THAT the Building Statistics Report for October 2003, as prepared by the Building Inspector, be received, the contents noted and filed. Carried.
Miscellaneous	Councillor Kent advised that he participated in the graduation ceremony for the new Community Police Office trained volunteers. 59 new graduates were inducted and they now have a total for the Duncan operation of 75 volunteers. He noted that Community Police offices are also being established in Cowichan Bay and Chemainus.
	Councillor Newcomb reported on the following items: · He participated in the recent Chesterfield Sports Society AGM and noted that former Councillor Jim Kocurek was re-elected at President. He also reported that Stu Pitts has now lost 46 lbs. · On October 30, he attended the regular Cowichan Community Centre Commission meeting. Due to good weather, the new library is ahead of schedule by 1-month and is on budget. The Commission is considering a proposal from the Cowichan Valley Arts Council for the space currently occupied by the library. · On November 4, he attended the Duncan Cowichan Chamber of Commerce Board meeting and provided them with an update on City activities. · On November 6, he and other members of Council participated in a Protocol Social gathering with representatives of the CVRD, the District of North Cowichan, the City of Duncan and the Cowichan Tribes.
	Mayor Coleman reported on the following items: · On October 30, he participated in another session of the Softwood Industry Community Economic Adjustment Initiative. · On November 2, he and Councillor Kent participated in the annual Canadian Legion Flag Raising Ceremony. · He noted that the November 6 Protocol meeting was productive and provided an opportunity for discussion with Cowichan Tribes Chief Harvey Alphonse. · On November 6 & 7, he and the Administrator and a number of the delegates that traveled to Meru, Kenya, participated in documentary filming sessions. This documentary has been commissioned by the Federation of Canadian Municipalities to encourage other municipalities in Canada to participate in the exchange and aid program with municipalities in Africa. · On November 8, he officiated at the opening of the new Community Police office at #3-149 Canada Avenue. · He encouraged everyone to participate in the November 11 Remembrance Day Ceremony at the Cenotaph.
	Unfinished Business
Disability Resource Centre – 15-Minute Short Stop	Movd. Councillor M. Caljouw Secd. Councillor P. Kent THAT a “15-Minute Short Stop” parking zone be created in the parking stall on the east-side of Festubert Street immediately north of Coronation Avenue. Carried.
Maori Totem Pole	For consideration was a recommendation from the November 6, 2003 Totem Poles Committee meeting. Movd. Councillor G. Maxwell Secd. Councillor M. Caljouw THAT Council proceed with siting of the Maori Pole in the planter area on the west-side of the entrance to Kenneth Street Parking Lot #1 on the understanding that the Public Works Superintendent will save the three(3) existing trees (i.e. hand-dig as much as possible). Carried. Councillors Farkas, Jackson & Newcomb dissenting. Councillor Jackson requested that the Public Works Superintendent advise her of the timing for this project so that she can advise members of the Cowichan Tribes Council who promised to stage a small ceremony when the Maori Pole is re-erected.
3^rd Annual Food Bank – Public Works Employees	Councillor Jackson reported that the 3^rd Annual Food Bank drive by the Public Works crew will be staged from December 8 – 12, 2003. Notices will be distributed to all residential customers by the refuse walker. She also noted that during the Christmas Kick-Off Celebration on November 28, City crew members will be on-hand to receive food donations.
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 property and personnel issues; AND THAT persons other than Council Members and the Deputy Clerk be excluded from this meeting (Section 242.3 – Local Government Act). Carried.
	At 8:30 p.m., City Council resolved into Special Meeting.
	At 9:35 p.m., the following Motion was Put:
	Movd. Councillor K. Newcomb Secd. Councillor M. Caljouw THAT the Special Meeting of City Council rise and report to City Council. Carried.
Maintenance Foreman Appointment	For consideration was a memorandum dated November 3, 2003 from the Public Works Superintendent. Movd. Councillor P. Kent Secd. Councillor G. Maxwell THAT as recommended by Trevor Kushner, Public Works Superintendent, Al Scholz be appointed to the position of Maintenance Foreman for the City of Duncan Public Works Department, effective November 17, 2003. Carried.
Adjournment	Movd. Councillor M. Caljouw Secd. Councillor P. Kent THAT this meeting of City Council do now adjourn. Carried. At 9:37 p.m., the meeting adjourned.
	Michael Coleman Mayor Paul Douville City Administrator