The Regular Meeting of City Council was held in the Council Chamber, City Hall, 200 Craig Street, Duncan, BC at 7:30 p.m., October 14, 2003. Present: Mayor Michael Coleman; Councillors Mike Caljouw, Jenny Farkas, Sharon Jackson, Phil Kent and Ken Newcomb. Absent With Prior Notice: Councillor Geoff Maxwell. 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 P. Kent THAT the minutes of the September 22, 2003 Regular Council meeting be adopted. Carried.
	Communications
Youth Parliament of BC - 75^th Parliament	Movd. Councillor S. Jackson Secd. Councillor K. Newcomb THAT the letter dated September 22, 2003 from the Youth Parliament of BC, regarding the 75^th Parliament, be received, the contents noted and filed. Carried.
	The Administrator was asked to forward this information to the Student Council of Cowichan Secondary School.
Downtown Duncan Farmers' Market Society – Renewal of Leases	Movd. Councillor P. Kent Secd. Councillor K. Newcomb THAT the letter dated September 10, 2003 from the Downtown Duncan Farmers' Market Society, wherein they request the renewal of their leases, be received, the contents noted and filed. Carried.
	It was recalled that negotiations are currently underway between the Duncan Business Improvement Area Society and the Downtown Duncan Farmers' Market Society.
2010 Vision for British Columbians With Disabilities	For consideration was an e-mail dated September 11, 2003 from the City of North Vancouver. Movd. Councillor P. Kent Secd. Councillor M. Caljouw WHEREAS the 2010 Olympic and Paralympic Games should benefit all British Columbians and provide long-term legacies; AND WHEREAS citizens with disabilities support the creation of a vision for a province that welcomes and includes the participation and presence of all people with disabilities, in all aspects of the community; AND WHEREAS by the year 2010, British Columbians want the world to appreciate British Columbia as a jurisdiction where the contributions of all citizens are enabled and welcomed; THEREFORE BE IT RESOLVED THAT the Council of the City of Duncan send a letter to the Premier of British Columbia asking that the Government of British Columbia endorse the effort to create, in partnership with municipalities in British Columbia, a 2010 Vision, and to take a lead role in its development; AND BE IT FURTHER RESOLVED THAT the Council of the City of Duncan endorses the development of a 2010 vision for British Columbians with disabilities. Carried.
2004 Official Cowichan Warm Land Visitors Guide	For consideration was a letter dated September 16, 2003 from Pink Creative Concepts. Movd. Councillor K. Newcomb Secd. Councillor M. Caljouw THAT Council authorize the renewal of our back cover advertisement in the 2004 Cowichan Warm Land Visitors Guide for a cost of: $2,850.00 (1.75% increase over 2003) plus GST of 199.50 $3,049.50 subject to: The City paying the full amount in advance in 2003 when ordering the 2004 outside back cover. 2. The City receiving four(4) boxes (500 magazines) of the 2004 Guides for distribution at City Hall (note: same amount received in 2003).
	Before adopting this resolution, some members of Council wished an opportunity to modify the graphics and layout of the back cover of the guide. Movd. Councillor J. Farkas Secd. Councillor S. Jackson THAT the graphics and layout of the back cover of the 2004 Official Cowichan Warm Land Visitors Guide be referred to the Communications Committee. Carried.
Disability Resource Centre - Parking Space	Movd. Councillor P. Kent Secd. Councillor K. Newcomb WHEREAS Coronation Avenue is a very high traffic volume roadway (i.e. particularly west-bound between the TCH and Ypres Street); THEREFORE BE IT RESOLVED THAT the September 19, 2003 request of the Disability Resource Centre for a 15-minute Disabled Persons Parking Space on the north-side of Coronation Avenue adjacent to 321 Coronation Avenue be denied; AND THAT officials of the Disability Resource Centre be requested to consider the establishment of a 15-minute Disabled Persons Parking Space on the east-side of Festubert immediately north of Coronation Avenue. Carried.
	The Administrator was asked to put this item forward to the Mayor's Advisory Committee for Persons With Disabilities.
Richard Nesbitt - Commercial Garbage Pickup	Movd. Councillor K. Newcomb Secd. Councillor S. Jackson THAT the letter dated September 23, 2003 from Richard Nesbitt, Barrister, regarding the proposed cessation of commercial garbage pickup, be received, the contents noted and filed. Carried.
Safeway Because We Care Program	Movd. Councillor K. Newcomb Secd. Councillor S. Jackson THAT in response to the September 24, 2003 letter from Canada Safeway Ltd., regarding the Safeway Because We Care Program, City Council advise them of the Jubilee Garden Project of the Cowichan Green Community organization and the Freshwater Trout Hatchery and Eco Centre in Duncan. Carried.
Church of Jesus Christ of Latter Day Saints – Christmas Nativity Pageant Banner	Movd. Councillor S. Jackson Secd. Councillor P. Kent THAT the Council of the City of Duncan authorize the display of the Church of Jesus Christ of Latter Day Saints banner, regarding the Christmas Nativity Pageant, from the banner poles adjacent to the east-side of the Trans Canada Highway and south of the Cowichan River for the month of December 2003 as requested in the October 1, 2003 letter from the Church of Jesus Christ of Latter Day Saints. Carried.
Alex Haddad - Proposed Changes to Canada Avenue/Duncan Street	Movd. Councillor P. Kent Secd. Councillor J. Farkas THAT the letter dated October 7, 2003 from Alex Haddad, regarding proposed changes to Canada Avenue/Duncan Street and the opportunity for bicycle lanes, be referred to the Planning & Priorities Committee. Carried.
Veterans' Week	Movd. Councillor M. Caljouw Secd. Councillor S. Jackson THAT the Council of the City of Duncan proclaim November 5 – 11, 2003 as "Veterans' Week" in the City of Duncan, as requested by Veterans Affairs Canada in their correspondence received October 8, 2003. Carried.
Canadian HIV/AIDS Awareness Week & World AIDS Day	Movd. Councillor S. Jackson Secd. Councillor M. Caljouw THAT the Council of the City of Duncan proclaim November 24 – December 1, 2003 as "Canadian HIV/AIDS Awareness Week" and December 1, 2003 as "World AIDS Day" in the City of Duncan as requested in the October 9, 2003 communication from the Canadian Public Health Association. Carried.
Cowichan Music Festival – 2004 Scholarship	Movd. Councillor S. Jackson Secd. Councillor M. Caljouw THAT the Council of the City of Duncan provide a $200.00 grant for the 2004 Cowichan Music Festival Scholarship for the outstanding Intermediate Student in Piano Classes; AND THAT the Mayor or his designated representative present the Scholarship cheque at the 2004 Awards Ceremony as requested in the October 6, 2003 letter from the Cowichan Music Festival Committee. Carried.
Salvation Army - Christmas Cheer Kettle	For consideration was a letter dated October 8, 2003 from the Salvation Army – Cowichan Valley Ministries. Movd. Councillor S. Jackson Secd. Councillor P. Kent THAT the Cowichan Valley Ministries of the Salvation Army be authorized to locate one of their Christmas Cheer Kettles and periodically Christmas music with their carolers and brass instruments on the north-side of Cowichan Merchants Building during December 2003. Carried.
	Reports of Standing Committees
	Finance Committee
Warrant No. 9 - 2003	Movd. Councillor P. Kent Secd. Councillor M. Caljouw THAT Warrant No. 9-03 covering General Account cheque numbers 107015 – 107159 in the total amount of $259,442.27 - Payroll Account – Payroll #18 covering cheque numbers 2854 – 2898 and Direct Deposits in the amount of 31,695.70 - Payroll #19 covering cheque numbers 2899 – 2904 and Direct Deposits in the amount of 48,385.75 GRAND TOTAL . . . . . . $339,523.72 be ratified. Carried.
	Parks & Recreation Committee
	For consideration were the notes of the September 29, 2003 meeting.
Bleacher's Policy	Movd. Councillor K. Newcomb Secd. Councillor P. Kent THAT as policy, the City cease moving the bleachers from McAdam Park for any external activities; AND THAT the Administration research bleacher rentals for the Duncan-Cowichan Festival Society and the Cowichan Tribes Pow Wow. Carried.
	General Purposes Committee
Commercial Garbage System Cessation	Movd. Councillor P. Kent Secd. Councillor S. Jackson THAT the Council of the City of Duncan authorize the cessation of the "in house" commercial garbage system effective December 31, 2003. Carried.
Vancouver Island Trout Hatchery and Freshwater Eco Centre – Tax Exemption Request	Movd. Councillor P. Kent Secd. Councillor M. Caljouw THAT the August 25, 2003 tax exemption request, regarding the Vancouver Island Trout Hatchery and Freshwater Eco-Centre in Duncan, be denied. Carried.
	Reports of Special Committees
Building Statistics – September 2003	Movd. Councillor S. Jackson Secd. Councillor P. Kent THAT the Building Statistics Report for September 2003, as prepared by the Building Inspector, be received, the contents noted and filed. Carried.
	Pioneer Complex Committee
	For consideration were the notes of the October 7, 2003 Pioneer Complex Committee meeting.
X-Treme Park Lighting	Movd. Councillor K. Newcomb Secd. Councillor S. Jackson THAT Council authorize Option 2 in the October 2, 2003 report from the North Cowichan Electrician, James Scott, regarding lighting for the X-treme Park, noting that the cost will be $10,600 plus GST plus an additional $500 to BC Hydro and noting that a meeting will be held with users regarding graffiti, vandalism and other issues relating to the X-treme Park and the community in general. Carried.
Miscellaneous	Mayor Coleman reported on the following items: · On September 29, 2003, he attended the memorial service for former Alderman Jim Saunders. Mr. Saunders served on City Council for 14 years. · Also on September 29, 2003, he participated in the Tour de Rock events at the Moose Lodge. He said this was a very successful fundraising event. · On October 5, 2003, he participated in the Spirit of Women Auction at Just Jake's and then the Breast Cancer Candlelight Vigil in the City Square. · On October 2 and 3, 2003, he participated in the Ministers' Advisory Group for the Softwood Industry Community Economic Adjustment Initiative noting that $310,000 was awarded for the Chemainus Warf. Later on October 3, he participated in the Verse and Vision presentation at the Cowichan Community Centre.
	Unfinished Business
	Movd. Councillor S. Jackson Secd. Councillor P. Kent THAT Councillor Farkas be excused from participating in the item regarding facades and building design guidelines since her partner is an employee of one of the bidding companies. Carried.
	Councillor Farkas left the Council Chamber.
Facades and Building Design Guidelines	· The following three (3) responses were received to our request regarding development of an RFP for the Facades & Buildings Design Guidelines: 1. September 17, 2003 from In-Site Landscape Architecture Inc. 2. September 17, 2003 from Stantec Consulting Ltd. 3. September 30, 2003 from Boulevard Transportation Group Movd. Councillor P. Kent Secd. Councillor M. Caljouw THAT Council retain the Boulevard Transportation Group to prepare the Request for Proposals (RFP) for the Facades & Buildings Design Guidelines for $1,200.00 plus taxes and disbursements subject to the principal of Boulevard Transportation Group meeting with City Council prior to the final awarding of this contract. Carried.
	Councillor Farkas returned to the Council Chamber.
Duncan/North Cowichan Water Connection & Purchase Agreement	Movd. Councillor P. Kent Secd. Councillor M. Caljouw THAT Council receive the Administrator's report that there was an absence of any counter petition (ended September 30, 2003); AND THAT Council authorize the Mayor and Administrator to sign an agreement with the District of North Cowichan to interconnect Duncan and North Cowichan water distribution systems and enable each municipality to purchase water from the other. Carried.
International Paper Industries - Commercial Garbage Collection	Movd. Councillor K. Newcomb Secd. Councillor J. Farkas THAT the letter dated October 2, 2003 from International Paper Industries Ltd., regarding the proposed privatization of the commercial garbage collection system, be referred to the Finance Committee. Carried.
	Bylaws
City of Duncan Exemption from Taxation Bylaw No. 1957, 2003	Movd. Councillor M. Caljouw Secd. Councillor S. Jackson THAT Council give leave to Councillor Phil Kent to introduce "City of Duncan Exemption from Taxation Bylaw No. 1957, 2003". Carried.
	Movd. Councillor P. Kent Secd. Councillor M. Caljouw THAT "City of Duncan Exemption from Taxation Bylaw No. 1957, 2003" be read for the first time. Carried.
	Movd. Councillor K. Newcomb Secd. Councillor S. Jackson THAT "City of Duncan Exemption from Taxation Bylaw No. 1957, 2003" be read for the second time. Carried.
	Movd. Councillor P. Kent Secd. Councillor S. Jackson THAT "City of Duncan Exemption from Taxation Bylaw No. 1957, 2003" be read for the third time. Carried.
Portion of Al Wilson Grove Road Closure Bylaw 2003, No. 1956	For consideration was a letter dated August 14, 2003 from Mr. W.C. Hickman, Development Technician, Ministry of Transportation – Province of BC. In his letter, Mr. Hickman advises that the Ministry of Transportation has no objection to the proposed closure of a portion of Al Wilson Grove.
	Movd. Councillor M. Caljouw Secd. Councillor K. Newcomb THAT "Portion of Al Wilson Grove Road Closure Bylaw 2003, No. 1956" be reconsidered, finally passed and adopted. Carried.
	New Business
Drinking Water Protection Act	For consideration were the following items: Letter dated August 1, 2003 from the Provincial Minister of Health Services. Report dated September 4, 2003 from the Public Works Superintendent. Movd. Councillor P. Kent Secd. Councillor J. Farkas THAT Council receive, note and file the September 4, 2003 report from the Public Works Superintendent, wherein he advises that "In regards to the Drinking Water Protection Act, the City of Duncan is meeting all the necessary requirements"; AND THAT the Public Works Superintendent be requested to update our Emergency Response and Contingency Plan. Carried.
	Members of Council requested that the updated Emergency Response and Contingency Plan be circulated to them.
Beverly Street & the Trans Canada Highway – Corner Cut	Movd. Councillor P. Kent Secd. Councillor M. Caljouw THAT Council authorize the sale of approximately 93 square metres of Lot 1, Plan 19582 (Folio 1737-000) to the Provincial Government of BC for highway upgrading, subject to the following: 1) approval of the other owners (District of North Cowichan and Cowichan Exhibition), 2) publication of a notice of land disposition (under Section 187(2) of the Local Government Act), 3) relocation of the outfield fence, 4) erection of a fence 300 metres long, 5) installation of new concrete sidewalk, curb and gutter. Carried.
Special Council Meeting	Movd. Councillor S. Jackson Secd. Councillor K. Newcomb THAT the Council of the City of Duncan resolve into Special Meeting (Committee of the Whole) to discuss legal, personnel and land issues; AND THAT persons other than Council Members and the Clerk be excluded from this meeting (Section 242.3 – Local Government Act). Carried.
	At 8:10 p.m., City Council resolved into Special Meeting.
	At 9:05 p.m., the following Motion was Put:
	Movd. Councillor M. Caljouw Secd. Councillor P. Kent 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