The Regular Meeting of City Council was held in the Council Chamber, City Hall, 200 Craig Street, Duncan, BC at 7:30 p.m., September 8, 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 August 11, 2003 Public Hearing and Regular Council meeting be adopted. Carried.
	Delegations:
Boycie Ketch – 230/232 Second Street	In response to the intention of City Council to place a notice on the title for 230/232 Second Street regarding building and fire code deficiencies, the owner, Boycie Ketch, addressed Council. Mr. Ketch said that he agrees with having to complete the required work outlined by the City Building Inspector, but is having difficulty performing the work since he does not know what to do with the current tenants during construction. One of the current tenants is a single mother with 2 children. Mr. Ketch also indicated that he does not object to the Notice on Title being filed while he undertakes the renovations. On a question, Mr. Ketch said he will meet with the tenants to discuss alternate temporary accommodations while the renovations are completed.
	Communications
Cowichan Valley Crime Stoppers – Bumper Stickers	Movd. Councillor P. Kent Secd. Councillor M. Caljouw THAT Cowichan Valley Crime Stoppers bumper stickers be placed on City vehicles as requested in the August 7, 2003 letter from the Cowichan Valley Crime Stoppers. Carried.
Canada's Citizenship Week	Movd. Councillor S. Jackson Secd. Councillor G. Maxwell THAT the Council of the City of Duncan proclaim October 13 – 19, 2003 as “Canada's Citizenship Week” in the City of Duncan as requested in the letter dated August 11, 2003 from the Minister of Citizenship and Immigration. Carried.
World Teachers Day	Movd. Councillor M. Caljouw Secd. Councillor P. Kent THAT October 5, 2003 be proclaimed as "World Teachers' Day" in the City of Duncan as requested by the British Columbia Teachers' Federation in their August 20, 2003 letter; AND THAT Council convey appreciation to the teachers in our Schools for the role they play in assuring the well-being of society. Carried.
Community Charter	Movd. Councillor S. Jackson Secd. Councillor G. Maxwell THAT the letter received August 26, 2003 from the Minister of State for Community Charter and the 2010 Olympic Bid, regarding the Community Charter, be received, the contents noted and filed. Carried.
	Mayor Coleman asked the Planning and Priorities Committee to take this matter under advisement.
"Globalization and Your Community" Event	Movd. Councillor J. Farkas Secd. Councillor G. Maxwell THAT the letter dated August 28, 2003 from the Cowichan Chapter of the Council of Canadians, regarding the September 13, 2003 "Globalization and Your Community" event, be received, the contents noted and filed. Carried.
Fresh Water Eco-Centre and Hatchery – Request for Tax Exemption	For consideration were the following items: Letter dated August 25, 2003 from the Freshwater Fisheries Society of BC. Request For Decision submitted By Mark Frame, City Treasurer. Movd. Councillor K. Newcomb Secd. Councillor G. Maxwell THAT the tax exemption request regarding the Fresh Water Eco-Centre and Hatchery be TABLED; AND THAT a meeting be arranged with representatives of the Fresh Water Fisheries Society of BC, MLA Graham Bruce and a representative of the Ministry of Water, Land and Air Protection. Carried.
CIBC Hot Dog Sale	For consideration was a letter dated August 29, 2003 from the Duncan Branch of the CIBC. Movd. Councillor S. Jackson Secd. Councillor K. Newcomb THAT the Council of the City of Duncan authorize the Duncan Branch of the CIBC to hold a hot dog sale on the sidewalk immediately in front of the branch (116 Station Street) on Friday, September 19, 2003 with the proceeds of the sale to be donated to the Canadian Breast Cancer Foundation. Carried.
Fetal Alcohol Syndrome Society – Ringing of Clock Tower Bell	Movd. Councillor M. Caljouw Secd. Councillor K. Newcomb THAT Council agree to have the City Hall clock tower bell rung nine(9) times at 9:09 a.m. on September 9, 2003 (i.e. the 9^th minute of the 9^th hour of the 9^th month) to mark the nine(9) months of pregnancy in which it is unsafe to consume alcohol and to raise awareness about Fetal Alcohol Syndrome (FAS) as requested in the September 3, 2003 e-mail from the Cowichan Valley FAS Society. Carried.
United Way – Use of City Bleachers	Movd. Councillor S. Jackson Secd. Councillor M. Caljouw THAT the Cowichan United Way be allowed to use the City bleachers for the September 20, 2003 ball hockey tournament fundraiser in the Duncan Mall parking lot as requested in their August 25, 2003 letter subject to the following terms and conditions: 1. Provision of an irrevocable letter of credit or certified cheque for $1,000.00 to be used should damage occur to the bleachers (would revert to the Cowichan United Way if the bleachers are returned undamaged). 2. The Cowichan United Way having their liability insurance policy temporarily amended to certify the City of Duncan as an "Additional Insured Party" (policy coverage to be a minimum of $2,000,000.00 per occurrence) and stating that they hold harmless the City of Duncan from any and all possible liability claims. 3. The Public Works Superintendent being in charge of the pick-up and return of the bleachers. 4. Written agreement of the Cowichan United Way of these terms and conditions. Carried.
Hayes Forest Services Ltd. – Use of City Bleachers	Movd. Councillor K. Newcomb Secd. Councillor M. Caljouw THAT Hayes Forest Services Ltd. be allowed to use the City bleachers for the September 13, 2003 Family Appreciation Day at the Hayes Forest Services Ltd. offices in North Cowichan as requested in their September 5, 2003 e-mail subject to the following terms and conditions: 1. Provision of an irrevocable letter of credit or certified cheque for $1,000.00 to be used should damage occur to the bleachers (would revert to Hayes Forest Services Ltd. if the bleachers are returned undamaged). 2. Hayes Forest Services Ltd. having their liability insurance policy temporarily amended to certify the City of Duncan as an "Additional Insured Party" (policy coverage to be a minimum of $2,000,000.00 per occurrence) and stating that they hold harmless the City of Duncan from any and all possible liability claims. 3. That Hayes Forest Services Ltd. be permitted to pick-up and return the bleachers under the direct supervision of the Assistant Public Works Superintendent. 4. Written agreement of Hayes Forest Products Ltd. of these terms and conditions. Carried.
	Movd. Councillor S. Jackson Secd. Councillor G. Maxwell THAT the Bleachers Policy be referred to the Parks & Recreation Committee for review. Carried.
	Reports of Standing Committees
	Finance Committee
Warrant No. 8-03	Movd. Councillor P. Kent Secd. Councillor G. Maxwell THAT Warrant No. 8-03 covering General Account cheque numbers 106880 – 107014 in the total amount of $460,449.81 - Payroll Account – Payroll #16 covering cheque numbers 2821 – 2830 and Direct Deposits in the amount of 34,363.94 - Payroll #17 covering cheque numbers 2831 – 2853 and Direct Deposits in the amount of 40,528.40 GRAND TOTAL . . . . . . $535,342.15 be ratified. Carried.
	Planning & Priorities Committee
	For consideration were the notes of the August 25, 2003 meeting.
15-Minute - Short Stop Parking	Movd. Councillor P. Kent Secd. Councillor M. Caljouw THAT the following locations for 15-minute parking, as outlined in Commissionaire Sgt. A. Husbands report, be endorsed: Canada Avenue Westside, north-end (last space outside Bank of Montreal) Station Street First space, north-side, east-end (outside Bank of Montreal) West of Craig, 2^nd space south-side next to handicapped parking (CIBC) North-side, west end (last space outside Special Occasions) Craig Street Corner of Craig and Station Street, west-side, south-end (outside CIBC) · North-end, eastside (first space outside City Hall) Kenneth Street North-side, first space west of the parking lot owned by Bob Milman (177 Kenneth Street) Southside, first space east past Kenneth Street Parking lot #2. Carried.
	Movd. Councillor M. Caljouw Secd. Councillor S. Jackson THAT these courtesy parking spots be signed as follows: "15-Minute Short Stop Parking". Carried.
	For consideration were the notes of the September 4, 2003 meeting of the Planning and Priorities Committee.
Facade and Design Guidelines	Movd. Councillor P. Kent Secd. Councillor S. Jackson THAT three (3) estimates be obtained from Professional Planners for the provision of a suggested RFP for the development of detailed facade and design guidelines for commercial and commercial/residential developments (i.e. Development Permit Areas No. 1 (Downtown) and No. 2 (Trans Canada Highway). Carried.
Duncan Street and Canada Avenue – Government to Queens – Possible Couplet	Movd. Councillor P. Kent Secd. Councillor G. Maxwell THAT the following Motion be TABLED until after the September 11, 2003 Public Meeting regarding this subject: "THAT Council proceed with Option T2 from the Downtown Core Parking and Traffic Circulation Study in conjunction with the upgrades to Government Street being done for the Wal-Mart development, and to include signalization of Queens/Duncan Streets." Carried.
	Reports of Special Committees
Building Statistics Report – July and August 2003	Movd. Councillor G. Maxwell Secd. Councillor K. Newcomb THAT the Building Statistics Reports for July and August 2003, as prepared by the Building Inspector, be received, the contents noted and filed. Carried.
Miscellaneous	Councillor Newcomb said that he was well received at the recent Cowichan Chamber of Commerce Board meeting. He said the Board is working hard to increase their membership and is again grappling with budget issues.
	Councillor Jackson said that on September 3, she attended the Inaugural meeting of a group known as "Cowichan Tapestry – Celebrating Diversity". She said the purpose of this group is to work towards ending racial discrimination. She said the group meets the first Wednesday of each month at the Intercultural & Immigrant Aid Society offices and that the meetings commence at 6:00 p.m. with a potluck dinner.
	Councillor Jackson advised that she was honoured to host the Maori dancers from our Sister City Kaikohe, New Zealand, who performed at the recent Cowichan Pow Wow.
	Councillor Caljouw reported on the following items: · As Deputy Mayor, he officiated at the official opening of the 136^th Annual Cowichan Exhibition. · The first of the season Cowichan Capitals hockey games starts on September 12^th at the Community Centre and he is concerned regarding parking and traffic problems. It was noted that temporary egress is being constructed this week from the overflow parking lot to Clements Street.
	Mayor Coleman reported on the following items: · On August 27, he met with Chief Harvey Alphonse and the Tribes Manager regarding many issues · On August 28, he attended a meeting in Vancouver of the Ministers' Advisory Group (MAG) Softwood Communities Initiative Program. He said this is an ongoing process and he hopes that funds will be allocated to the Cowichan Valley. · On September 2, he met with Federal NDP Leader Jack Layton and his Caucus in Duncan, where they staged their national meeting. · Also on September 2, he attended a Municipal Finance Authority meeting in Vancouver. · From September 5 – 7, he participated in the FCM National Board meeting in Windsor, Ontario.
	Mayor Coleman extended appreciation to Councillor Geoff Maxwell and his wife Audrey for hosting the Maori dancers and to Councillor Jackson for her excellent hosting endeavour.
	Mayor Coleman also extended congratulations to Councillor Mike Caljouw and his wife Anne on the occasion of their 50^th Wedding Anniversary.
	Unfinished Business
Closure of Victoria Land Title Office	Movd. Councillor G. Maxwell Secd. Councillor J. Farkas THAT the letters dated August 14 and 27, 2003 to and from the Provincial Ministry of Sustainable Resource Management, regarding the closure of the Victoria Land Title Office, be received, the contents noted and filed. Carried.
General Agreement on Trade and Services (GATS)	Movd. Councillor G. Maxwell Secd. Councillor J. Farkas THAT the letters dated March 26 and August 25, 2003 from the Honourable Pierre Pettigrew, Minister for International Trade, regarding the General Agreement on Trade and Services (GATS) be received, the contents noted and filed. Carried.
Downtown Traffic Plan and Open House	Movd. Councillor P. Kent Secd. Councillor G. Maxwell THAT the September 8, 2003 Downtown Traffic Plan media release and notice of an Open House on September 11, 2003, be received, the contents noted and filed. Carried.
	It was noted that the plan will be on public display until September 17.
Notice on Title – 230/232 Second Street	Movd. Councillor G. Maxwell Secd. Councillor P. Kent THAT a Non-Compliance Notice be filed on Title for 230/232 Second Street. Carried.
Notice on Title – 247/249 Second Street	For consideration was an e-mail dated September 8, 2003 from the new owner of the property at 247/249 Second Street, Barry Fraser of Victoria. In his e-mail, he requested that the Notice on Title be postponed until December 7, 2003 so that he can complete the necessary renovations. Movd. Councillor G. Maxwell Secd. Councillor M. Caljouw THAT a Non-Compliance Notice be filed on Title for 247/249 Second Street. Carried.
	New Business:
Cowichan Sports Plex – Stu Pitts Weight Loss	Council was advised that in addition to the fundraising endeavour for Stu Pitts weight loss, there is another endeavour commencing called "Stu Pits Crew". Other members of the community will be seeking pledges for losing weight in conjunction with Mr. Pitts.
Special Council Meeting	Movd. Councillor G. Maxwell 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 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 9:10 p.m., the following Motion was Put:
	Movd. Councillor S. Jackson Secd. Councillor G. Maxwell THAT the Special Meeting of City Council rise; AND THAT this meeting do now adjourn. Carried.
	Michael Coleman Mayor Paul Douville City Administrator