The Regular Meeting of City Council was held in the Council Chambers, City Hall, 200 Craig Street, Duncan, BC at 7:30 p.m., February 9, 2004. Present: Deputy Mayor Sharon Jackson; Councillors Mike Caljouw, Jenny Farkas, Phil Kent and Geoff Maxwell. Absent With Prior Notice: Mayor Michael Coleman and Councillor Ken Newcomb. Also Present: Paul Douville, City Administrator.
	Her Worship Deputy Mayor Sharon Jackson opened the Council Meeting and called for order.
Adoption of Minutes	Movd. Councillor M. Caljouw Secd. Councillor P. Kent THAT the minutes of the January 26, 2004 Regular Council meeting be adopted. Carried.
	Communications
Early Childhood Educators - Provincial Government Cutbacks	Movd. Councillor G. Maxwell Secd. Councillor M. Caljouw THAT the letter dated December 18, 2003 from the Cowichan Valley Early Childhood Educators, regarding Provincial Government cutbacks, be received, the contents noted and filed. Carried.
	Movd. Councillor P. Kent Secd. Councillor J. Farkas THAT the Council of the City of Duncan correspond with the Minister for Children and Families indicating that they support the position of the Cowichan Valley Early Childhood Educators outlined in their December 18, 2003 letter. Carried.
Proclamation – Male Survivors of Sexual Abuse	Movd. Councillor P. Kent Secd. Councillor J. Farkas THAT April 2004 be proclaimed “Male Survivors of Sexual Abuse Awareness Month” as requested in the January 20, 2004 letter from the British Columbia Society for Male Survivors of Sexual Abuse. Carried.
Proclamation – Crisis Line Awareness Week	Movd. Councillor M. Caljouw Secd. Councillor G. Maxwell THAT the week of March 21 – 27, 2004 be proclaimed as "Crisis Line Awareness Week" in the City of Duncan as requested by the Central Vancouver Island Crisis Society in their January 22, 2004 letter. Carried.
Scouts Canada "Hike for Hunger"	Movd. Councillor P. Kent Secd. Councillor M. Caljouw THAT City Council authorize Scouts Canada to stage their "Walk for Hunger" on Saturday, February 21, 2004 between 11:00 a.m. and 1:00 p.m. on the SIDEWALKS of the roadways within the City as outlined in their January 26, 2004 letter; AND THAT this authorization be subject to the event not interfering with the movement of vehicular or pedestrian traffic and subject to proper marshalling being provided throughout the route by the event coordinators; AND THAT Scouts Canada hold harmless the City of Duncan from any and all possible liability claims relating to this event; AND THAT the City of Duncan be named as an "additional insured party" on a $2 million per occurrence liability insurance policy; AND THAT Scouts Canada be requested to contact the District of North Cowichan for permission for the "Walk" in their jurisdiction. Carried.
Heritage Advocacy Award	Movd. Councillor J. Farkas Secd. Councillor G. Maxwell THAT the Council of the City of Duncan support the Heritage Advocacy Award nomination of the Cowichan Historical Society for Lyle and Fiona Young. Carried.
5^th Annual Super Cities WALK/Run for MS	Movd. Councillor G. Maxwell Secd. Councillor J. Farkas THAT City Council authorize the BC Division of the Multiple Sclerosis Society to stage their 5^th Annual "Super Cities Walk/Run for MS" April 4, 2004 (Sunday), between 8:00 a.m. and 3:00 p.m., on the SIDEWALKS of the roadways within the City as outlined in their February 3, 2004 letter; AND THAT the MS Society be requested to contact the District of North Cowichan for the portion of the route in their jurisdiction; AND THAT this authorization be subject to the event not interfering with the movement of vehicular or pedestrian traffic and subject to proper marshalling being provided throughout the route by the event coordinators; AND THAT the British Columbia Division of the Multiple Sclerosis Society of Canada hold harmless the City of Duncan from any and all possible liability claims relating to this event; AND THAT the City of Duncan be named as an "additional insured party" on a $2 million per occurrence liability insurance policy. Carried.
	Reports of Standing Committees
	Finance Committee
Warrant No. 12 - 2003	Movd. Councillor J. Farkas Secd. Councillor P. Kent THAT Warrant No. 12-03 covering General Account cheque numbers 107178 – 107651 in the total amount of $497,641.11 - Payroll Account – Payroll #24 covering cheque numbers 2972-2976; 2981-3016 and Direct Deposits in the amount of 45,424.18 - Payroll #25 covering cheque numbers 2977–2980; 3017-3061 and Direct Deposits in the amount of 32,789.21 - Payroll Account – Payroll #26 covering cheque numbers 3062-3063; 3066-3068 and Direct Deposits in the amount of 30,564.25 - Payroll #27 covering cheque numbers 3064; 3069-3072 and Direct Deposits in the amount of 19,794.03 GRAND TOTAL . . . . . . $580,788.60 be ratified. Carried.
Warrant No. 01 - 2004	Movd. Councillor J. Farkas Secd. Councillor M. Caljouw THAT Warrant No. 01-04 covering General Account cheque numbers 107652 – 107700 in the total amount of $93,936.68 - Payroll Account – Payroll #01 covering cheque numbers 3065, 3073 - 3084 and Direct Deposits in the amount of 37,662.69 - Payroll #02 covering cheque numbers 3085 – 3103 and Direct Deposits in the amount of 35,464.28 GRAND TOTAL . . . . . . $167,063.65 be ratified. Carried.
	Public Works Committee
	For consideration were the notes of the February 2, 2004 meeting.
Crosswalk Between Round Building and Totem Restaurant	Movd. Councillor G. Maxwell Secd. Councillor J. Farkas THAT another overhead streetlight in the vicinity of the crosswalk between the Round Building and the Totem Restaurant not be installed. Carried.
	Planning & Priorities Committee
	For consideration were the notes of the February 2, 2004 meeting.
Mortel Development Co. Ltd. – Proposed Strata-Title Subdivision - 466 Chesterfield & 467 Beech (Development Variance Permit)	Movd. Councillor P. Kent Secd. Councillor J. Farkas THAT the subject of the Development Variance Permit for the proposed Mortel Development Co. Ltd. proposed strata-title subdivision of 466 Chesterfield and 467 Beech be referred back to the Planning & Priorities Committee. Carried.
CVRD Landscape Plan - 137 Evans Street	Movd. Councillor P. Kent Secd. Councillor G. Maxwell THAT the CVRD landscape plan for the vacant lot at 137 Evans Street be approved as presented. Carried.
	Parks & Recreation Committee
	For consideration were the notes of the February 2, 2004 meeting.
City Square Stage Roof	Movd. Councillor M. Caljouw Secd. Councillor J. Farkas THAT Councillor Maxwell investigate the cost of completion of storage wings, the tower and a roof for the City Square stage, using a simpler concept. Carried.
	General Purposes Committee
	For consideration were the notes of the February 2, 2004 meeting.
St. Andrew's Presbyterian Church – Time Extension for Portable Classrooms	Movd. Councillor M. Caljouw Secd. Councillor G. Maxwell THAT Council grant a two(2) year extension for the two portable classroom units on the property owned by St. Andrews Presbyterian Church as requested in their January 21, 2004 letter (i.e. Extension to December 31, 2005); AND THAT Council advise the Church officials that there will be no further extensions to this temporary arrangement. Carried.
ICBC Road Safety Audit Program	Movd. Councillor M. Caljouw Secd. Councillor P. Kent THAT the following projects be submitted to ICBC for consideration in their 2004 Municipal Road Safety Audit Program: 1. One-way couplet north on Duncan Street between Trunk Road and Queens Road. 2. One-way couplet south on Canada Avenue between Ingram Street and Trunk Road. Carried.
Economic Development Commission – Retiring Member Pat Foster	Movd. Councillor M. Caljouw Secd. Councillor G. Maxwell THAT a letter be sent to Councillor Pat Foster thanking her for her many years of contribution to the Economic Development Commission and function. Carried.
Proposed Canada and Duncan Couplet – Preliminary Design	Movd. Councillor G. Maxwell Secd. Councillor P. Kent THAT City Council accept the proposal from Stantec Consulting Ltd. in the amount of $28,500 + GST for preliminary designs for Canada Avenue and Duncan Street from Trunk/Government to Ingram/Queens; AND THAT Bullet #4 – Portion of Duncan Street between Queens & Coronation be reviewed with Boulevard Transportation Group for optimum traffic flow. Carried.
	Reports of Special Committees
	Heritage Advisory Committee For consideration were the notes of the February 3, 2004 meeting.
Green Door Society – Request for Heritage Tax Exemption	Movd. Councillor P. Kent Secd. Councillor M. Caljouw THAT as recommended by the Heritage Advisory Committee, the Council of the City of Duncan not provide a Heritage Tax Exemption for the Green Door Society property at 126 Ingram Street at this time pending development of a Heritage Tax Exemption Policy (Note: City of Victoria Policy will be considered at the next meeting of the Heritage Advisory Committee). Carried.
	Councillor Kent advised that through the Heritage Advisory Committee, we will be seeking Planning Grants and input through a public process. Policies being considered by the Heritage Advisory Committee will be of a wide variety to include both heritage and historical issues.
Building Statistics Report January 2004	Movd. Councillor G. Maxwell Secd. Councillor P. Kent THAT the Building Statistics Report for January 2004, as prepared by the Building Inspector, be received, the contents noted and filed. Carried.
Miscellaneous	Councillor Kent reported on the January 31, 2004 Vancouver Island Library Board meeting. The Board approved a new 2-tier non-resident fee by a narrow voting margin. The regular fee for non-residents will be increased from $150.00 to $200.00. The fee for non-residents living in areas, which have withdrawn from the VIRL, will be increased to $500.00. It is hoped this new fee will deter areas from withdrawing from the VIRL and will help preserve the stability of the VIRL. Councillor Kent further reported that there is a capital surplus for the VIRL for 2003 and a small operating surplus of .36%.
	Councillor Caljouw said that the Heart Month kick-off was very successful on February 2, 2004. He said that the Pres Bruce family auctioned off Pres' old exercise bicycle. His daughter Beverly ended up paying $500.00 for this unit.
	Councillor Farkas reported on the following items: · The Parking Management Advisory Committee has been having monthly meetings. The Committee members are familiarizing themselves on many parking issues. They are looking at incentives to get repeat abusers using 2-hour zones out of these areas. · She said the Cowichan Tribes/Province of BC Ceremony on February 4, 2004 was most impressive. Cowichan Tribes will be sharing in forestry revenue of approximately $16 million over the next 6 years. They were also provided with funds for economic development projects and training opportunities.
	Unfinished Business
BC Hydro – Rate Increase Update	Movd. Councillor P. Kent Secd. Councillor G. Maxwell THAT the letter dated February 2, 2004 from BC Hydro, wherein they provide a rate increase update, be received, the contents noted and filed. Carried.
Special Council Meeting	Movd. Councillor G. Maxwell Secd. Councillor M. Caljouw THAT the Council of the City of Duncan resolve into Special Meeting (Committee of the Whole) to discuss property, security and negotiation items; AND THAT persons other than Council Members and the City Administrator be excluded from this meeting (Section 242.3 – Local Government Act). Carried.
	At 8:00 p.m., City Council resolved into Special Meeting. At 9:00 p.m., the following Motion was Put:
	Movd. Councillor P. Kent Secd. Councillor J. Farkas THAT the Special Meeting of City Council rise and report to City Council. Carried.
Alarm Monitoring Contract	Movd. Councillor P. Kent Secd. Councillor G. Maxwell THAT Council authorize the Mayor and City Administrator to sign a 3-year contract with Price's Alarms for alarm monitoring at a cost of $19.00 per month per building, 22-hours per month per station and $5.00 per month for each report, as required, plus applicable taxes. Carried.
Adjournment	Movd. Councillor Secd. Councillor THAT this meeting of City Council do now adjourn. Carried. At 9:03 p.m., the meeting adjourned.
	Sharon Jackson Deputy Mayor Paul Douville City Administrator