The Regular Meeting of City Council was held in the Council Chambers, City Hall, 200 Craig Street, Duncan, BC at 7:30 p.m., August 14, 2000.

Mayor Michael Coleman;

Councillors Mike Caljouw, Phil Kent, Martin Lukaitis, Geoff Maxwell and Ernie Moon.

Absent With

Councillor Sharon Jackson.

Mark Frame, Deputy City Administrator.

His Worship Mayor Michael Coleman opened the Council Meeting with a prayer and called for order.

Movd. Councillor M. Lukaitis

Secd. Councillor P. Kent

THAT the Minutes of the Regular Meeting of City Council held on July 10, 2000 be adopted.

Carried.

David Coulson, representing the Green Door Society, addressed Council advising they are ready for the next phase of the restoration process at 126 Ingram Street. Their proposed Development Permit Application outlines 3,000 ft² commercial development with a 10,000 ft² community garden.

Doran Musgrove, Architect for this project, then offered to answer any questions Council may have regarding the Development Permit Application. There were no questions from Council. Mr. Musgrove then distributed information regarding the City of Victoria's Heritage Grant and Tax Incentive Program.

Movd. Councillor P. Kent

Secd. Councillor M. Caljouw

THAT the information package submitted by Doran Musgrove, Architect for the project at 126 Ingram Street, be referred to the Planning Committee.

Carried.

For consideration was a letter dated July 7, 2000 from Cowichan Tourism Association

Movd. Councillor G. Maxwell

Secd. Councillor M. Caljouw

THAT Council authorize the Vancouver Island Vintners Association and the Cowichan Tourism Association to use Charles Hoey Park for the 2^nd Annual Vancouver Island Wine Festival Kick-Off on September 15, 2000 from 8:00 a.m. to 6:00 p.m. subject to the following terms and conditions:

• Both Associations holding harmless the City of Duncan from any and all possible liability claims.
• Public Liability Insurance to a minimum of $1,000,000 per occurrence being carried by either Association for this event with the City of Duncan being named as an "Additional Insured".
• $300. Damage Deposit, which will be returned if the Park and facilities are left in a clean and undamaged condition;

AND THAT Mayor Coleman or his representative greet the first Wine Train at 9:45 a.m. and make a short welcoming speech.

Carried.

BC Rivers Day

Movd. Councillor M. Caljouw

Secd. Councillor P. Kent

THAT the Council of the City of Duncan proclaim September 24, 2000 as "BC RIVERS DAY" in the City of Duncan as requested in the July 10, 2000 letter from the Outdoor Recreation Council of British Columbia.

Carried.

Movd. Councillor M. Lukaitis

Secd. Councillor G. Maxwell

THAT September 21, 2000 be proclaimed as "SUBWAY Day for CHILD" in the City of Duncan as requested in the July 17, 2000 letter from the CH.I.L.D. Foundation (Children with Intestinal and Liver Disorders).

Carried.

For consideration was a letter dated July 18, 2000 from the Duncan Business Improvement Area Society.

Movd. Councillor M. Caljouw

Secd. Councillor G. Maxwell

THAT Council authorize the temporary closure of Lois Lane behind City Hall from noon to 4:00 p.m. on August 26, 2000 (Saturday) for the Quilters' Outdoor Fair as requested in the July 18, 2000 letter from the Duncan Business Improvement Area Society (DBIAS);

AND THAT the DBIAS be authorized to use the City Hall courtyard and Lois Lane for this fair.

Carried.

Movd. Councillor G. Maxwell

Secd. Councillor P. Kent

THAT October 2000 be proclaimed "Autism Awareness Month" in the City of Duncan as requested in the July 19, 2000 letter from the Autism Society of British Columbia.

Carried.

Movd. Councillor P. Kent

Secd. Councillor M. Caljouw

THAT the Council of the City of Duncan proclaim the year 2001 as "International Year of Volunteers" and April 22 to 28, 2001 as "International Volunteer Week" in the City of Duncan as requested in the July 31, 2000 letter from Volunteer Cowichan.

Carried.

For consideration were the following items of correspondence:

Movd. Councillor P. Kent

Secd. Councillor M. Caljouw

THAT the July 4, 2000 grant request from Growing Together Young Parent Program be referred to the Finance Committee.

Carried.

For consideration was a letter dated August 10, 2000 from Just Jake's Restaurant.

Movd. Councillor M. Caljouw

Secd. Councillor G. Maxwell

THAT Council authorize the closure of Craig Street between Government and Station Streets between 4:30 p.m. and 9:00 p.m. on August 23, 2000 (Wednesday) for a promotional evening with the Valley's new Sun 89.7 FM radio station as requested in the August 5, 2000 letter from Lance Steward of Just Jake's Restaurant.

(Note: The DBIAS are in agreement with this request.)

Carried.

For consideration was a letter dated July 4, 2000 from the CVRD.

Movd. Councillor M. Lukaitis

Secd. Councillor M. Caljouw

THAT the July 4, 2000 letter from the CVRD, wherein they outline new recyclable materials to be banned from being disposed, be received, the contents noted and filed;

AND THAT the CVRD be requested to advise Council and the public where these banned materials can be recycled.

Carried.

Movd. Councillor P. Kent

Secd. Councillor G. Maxwell

THAT September 11 - 17, 2000 be proclaimed "Community Futures Week" in the City of Duncan as requested in the August 10, 2000 letter from Community Futures Development Centre (Cowichan Region).

Carried.

For consideration was a letter dated August 14, 2000 from the Blazin' Hoops League.

Movd. Councillor M. Lukaitis

Secd. Councillor G. Maxwell

THAT Council authorize the temporary closure of the City parking lot at the corner of Craig and Ingram Streets from 8:00 a.m. to 6:00 p.m. on August 26, 2000 (Saturday) for the 3 on 3 Basketball Tournament as requested in the August 14, 2000 letter from the Blazin' Hoops League subject to notification of adjacent businesses and concurrence of the DBIAS.

Carried.

Movd. Councillor E. Moon

Secd. Councillor M. Lukaitis

THAT Warrant No. 07-00 covering General Account cheque numbers 101602 – 101767 in the total amount of . . . . . $2,256,306.51

Payroll Account

- Payroll #14 covering cheque

numbers 0303 – 0314 in the total

amount of . . . . . . . 30,628.90

- Payroll #15 covering cheque

numbers 0315 – 0342 42,902.70

• Payroll #16 covering cheque
• numbers 0343 - 355 27,698.46

GRAND TOTAL . . . . . . $2,357,536.57.

be ratified.

Carried.

Public Works Committee

For consideration were the notes of the August 10, 2000 Public Works Committee meeting.

Movd. Councillor M. Caljouw

Secd. Councillor P. Kent

THAT the following items be referred to the Parks and Recreation Committee to be included as part of the 2001 Parks and Recreation Budget:

• Letter dated June 10, 2000 from Bruno & Rene Gaiga, 310 Dogwood Avenue

• Memo dated July 18, 2000 from the Public Works Superintendent with attached note from the City Treasurer.

Carried.

Movd. Councillor M. Caljouw

Secd. Councillor G. Maxwell

THAT the Public Works Superintendent be requested to develop a draft Risk Management Policy, including parks, trees and signs and report back to City Council.

Carried.

Movd. Councillor M. Caljouw

Secd. Councillor M. Lukaitis

THAT the June 5, 2000 report from Stantec Consulting Ltd. be received, the contents noted and filed;

AND THAT non-bacteriological testing be commenced.

Carried.

Movd. Councillor M. Caljouw

Secd. Councillor G. Maxwell

THAT the public washrooms on Canada Avenue be open on Statutory Holidays (365 days per year) with the inclusion of Christmas Day and New Year's Day being reviewed by City Council at the next Regular Meeting;

AND THAT the Janitor be asked to provide a cost for additional cleaning.

Carried.

Movd. Councillor M. Caljouw

Secd. Councillor G. Maxwell

THAT the budget process be referred to the Committee of the Whole to review the possibility of having individual Committees review their budgets prior to being considered by the Budget Review Committee.

Carried.

Labour Relations Committee

Councillor Kent noted that the initial meeting for CUPE contract negotiations is scheduled for September 21, 2000.

For consideration were the notes of the July 25, 2000 Planning Committee meeting and a memo dated August 10, 2000 from the Building Inspector.

Movd. Councillor G. Maxwell

Secd. Councillor M. Caljouw

THAT as recommended by the Planning Committee, Council authorize the issuance of the following Development Variance Permit to accommodate a 3.7 m (12 ft) x 6.2 m (20.5 ft) addition to the Arcadian Daycare Centre at 5650 Club Road (note: City owned property):

• Reduce the side-yard setback from 6 metres (20 feet) to 2.95 metres (10 feet).

Carried.

For consideration were the notes of the August 8, 2000 Planning Committee meeting and a memorandum dated August 10, 2000 from the Building Inspector.

Movd. Councillor G. Maxwell

Secd. Councillor M. Caljouw

THAT the proposed 7-Eleven convenience store/gas bar process be permitted to proceed to the Building Permit Application stage in accordance with the proposed design received by the City on July 26, 2000.

Carried.

Movd. Councillor M. Caljouw

Secd. Councillor G. Maxwell

THAT City Council authorize staff to proceed with the process for registering the Development Variance Permit with Land Titles, and to authorize the Building Inspector to issue a Building Permit, once the proposal meets Building and Fire Code regulations.

Carried.

Movd. Councillor G. Maxwell

Secd. Councillor M. Caljouw

THAT Council authorize the issuance of a Development Permit for the 126 Ingram Street upgrade as outlined in the August 8, 2000 application;

AND THAT the Building Inspector be authorized to issue the related Building Permit subject to the project meeting Building and Fire Code Regulations.

Carried.

Public Safety Committee

Movd. Councillor M. Caljouw

Secd. Councillor P. Kent

THAT the Building Statistics Reports for June and July 2000, as prepared by Dave Sanders, Building Inspector/LAFC, be received, the contents noted and filed.

Carried.

For consideration was a letter dated August 10, 2000 from the Deputy Secretary, JUB.

Movd. Councillor E. Moon

Secd. Councillor M. Caljouw

THAT the whole of Lot 1, Section 13, Range 7, Plan 4811, Quamichan District except Part in Plan VIP54893 be included in the Eagle Heights sanitary sewer system subject to the CVRD restricting the connection to those buildings in the application and to 3,000 gallons maximum daily flow.

Carried.

Movd. Councillor E. Moon

Secd. Councillor M. Caljouw

THAT the Joint Utilities Board request the CVRD to refund the surplus Central Sector Liquid Waste Management funds of $90,000 to the original contributors based on original contributions.

Carried.

General Purposes Committee

Movd. Councillor G. Maxwell

Secd. Councillor M. Caljouw

THAT Council ratify the contract to retain New Landmarks Design Company Incorporated (i.e. Gene Miller - Development Planner) to a maximum of $4,000 plus applicable taxes for a library location study;

AND THAT the report be completed by September 15, 2000 to conform to the decision-making timetable of the Vancouver Island Regional Library.

Carried.

Councillor Maxwell reported that he attended a meeting with Norske Skog, new owners of the Crofton Mill, and advised that it was very positive.

Councillor Moon reported that he attended a memorial service at the ICBC Claims Centre regarding people killed over the last 20 years on the August 2 holiday weekend. The aim of this campaign is to encourage people to drive more safely.

Mayor Coleman reported on the following:

• He noted that the Summer Festival this year was very successful and congratulated the organizers.
• On August 1, he attended the Cowichan Native Village to celebrate their 10-year anniversary.
• On August 3, he attended a function with the Honourable Allen Rock.
• On August 5, he attended the Ladysmith Parade and thanked Councillor Lukaitis for his attendance.
• He reminded those present that the Burma Star Ceremony is scheduled for August 15, 2000 at 12:45 p.m. at the Charles Hoey Memorial Park.

For consideration were the following:

• Memos dated June 12 & July 17, 2000 from the Public Works Superintendent.

Movd. Councillor E. Moon

Secd. Councillor G. Maxwell

THAT the City of Duncan send a letter of regret to the District of North Cowichan, noting that the City is not in the business of servicing neighbouring municipalities.

LOST.

Movd. Councillor M. Caljouw

Secd. Councillor E. Moon

THAT the subject of the Trans Canada Highway Boulevard (eastside) between the City North Boundary and Alexander Street be referred to the Public Works Committee for recommendation.

Carried.

For consideration were the following:

• Memo dated July 17, 2000 from Wm. F. Hutchinson, Chief Administrative Officer - Town of Creston.
• Letter dated July 24, 2000 from the Northern Rockies Regional District.

• Letter dated July 25, 2000 from the Union of BC Municipalities.

Movd. Councillor E. Moon

Secd. Councillor P. Kent

THAT the correspondence dated July 17, July 24 and July 25 from the Town of Creston, the Northern Rockies Regional District and the UBCM be received, the contents noted and filed;

AND THAT the UBCM be requested to advise why representatives of small towns and cities were not invited to the last meeting regarding policing costs.

Carried.

Movd. Councillor M. Caljouw

Secd. Councillor G. Maxwell

THAT the letter dated July 21, 2000 from Ron Austen, General Manager - Cowichan Community Centre advising of Option #4 for the Library location, be received, the contents noted and filed.

Carried.

Movd. Councillor G. Maxwell

Secd. Councillor P. Kent

THAT the Letter dated July 28, 2000 from the Honourable Pierre S. Pettigrew, Minister for International Trade, wherein he expresses concern regarding the negative impact of the potential Youbou sawmill shutdown, be received, the contents noted and filed.

Carried.

Movd. Councillor M. Lukaitis

Secd. Councillor P. Kent

THAT the memo dated July 26, 2000 from the City Treasurer advising of the 2000 Property Tax Collections, be received, the contents noted and filed.

Carried.

Movd. Councillor P. Kent

Secd. Councillor G. Maxwell

THAT the memo dated July 26, 2000 from the City Treasurer, outlining the recycling program operation for the past year, be received, the contents noted and filed.

Carried.

For consideration were the following:

• Petition dated July 4, 2000 signed by 38 residents of River's Edge requesting removal of all 17 Cottonwood trees south of their housing complex.
• Quotation dated July 25, 2000 from Gordon Closson Tree Topping ($3,600 + GST less possible sale of logs).

Movd. Councillor M. Lukaitis

Secd. Councillor E. Moon

THAT the July 14, 2000 petition from the residents of River's Edge housing complex and the July 25, 2000 quotation from Gordon Closson Tree Topping regarding the requested removal of 17 Cottonwood trees south of River's Edge be referred to the Parks and Recreation Committee for recommendation.

Carried.

Movd. Councillor P. Kent

Secd. Councillor G. Maxwell

THAT the letter dated July 31, 2000 from K. Ruth Chaster, regarding Simon Charlie's property, be received and filed.

Carried.

Movd. Councillor M. Lukaitis

Secd. Councillor P. Kent

THAT the August 9, 2000 memo from Mayor Coleman regarding Business Hours of Operation, be referred to the Planning Committee.

Carried.

Movd. Councillor G. Maxwell

Secd. Councillor P. Kent

THAT Council give leave to Councillor Geoff Maxwell to introduce "Development Cost Charge Bylaw No. 1558, Amendment Bylaw No. 1904, 2000".

Carried.

Movd. Councillor G. Maxwell

Secd. Councillor M. Caljouw

THAT the "Development Cost Charge Bylaw No. 1558, Amendment Bylaw No. 1904, 2000" be read for the first time.

Carried.

Movd. Councillor M. Lukaitis

Secd. Councillor P. Kent

THAT the "Development Cost Charge Bylaw No. 1558, Amendment Bylaw No. 1904, 2000" be read for the second time.

Carried.

Movd. Councillor E. Moon

Secd. Councillor M. Caljouw

THAT the "Development Cost Charge Bylaw No. 1558, Amendment Bylaw No. 1904, 2000" be read for the third time.

Movd. Councillor M. Caljouw

Secd. Councillor P. Kent

THAT the "Equipment Replacement Reserve Fund Expenditure Bylaw No. 1903, 2000" be reconsidered, finally passed and adopted.

Carried.

Movd. Councillor M. Caljouw

Secd. Councillor M. Lukaitis

THAT the Council of the City of Duncan provide an annual honorarium of $500.00 to Harold Currant ("Scotty") as a gesture of appreciation for the wonderful job he does in completely taking care of three (3) flower beds adjacent to the Train Station;

AND THAT the $500.00 honorarium be divided into 5 equal payments.

Carried.

Movd. Councillor P. Kent

Secd. Councillor G. Maxwell

THAT the Council of the City of Duncan endorse the handyDART and Rural Transit System "Cowichan Valley Marketing and Communication Plan 2000" prepared by BC Transit, noting the budget of $1,600.00 ($700.00 in 2000 Budget with a shortfall of $900.00 also being appropriated from the 2000 Budget) as requested in the July 26, 2000 letter from the District of North Cowichan.

Carried.

Councillor Kent requested that Council review the Discussion Paper recently published by the Ministry of Community Development, Cooperatives and Volunteers, regarding Revitalized Communities.

Movd. Councillor P. Kent

Secd. Councillor G. Maxwell

THAT the Discussion Paper recently published by the Ministry of Community Development, Cooperatives and Volunteers regarding Revitalized Communities, be referred to the Committee of the Whole.

Carried.

Movd. Councillor M. Lukaitis

Secd. Councillor M. Caljouw

THAT the Council of the City of Duncan resolve into Committee of the Whole (i.e. Special Meeting) to discuss legal and personnel issues;

AND THAT persons other than Council Members and the City Administrator be excluded from this meeting (Section 242.3 – Municipal Act).

Carried.

At 8:40 p.m., City Council resolved in Special Meeting.

At 9:00 p.m., the following Motion was PUT:

Movd. Councillor M. Caljouw

Secd. Councillor G. Maxwell

THAT the Special Meeting of City Council rise and report to City Council.

Carried.

Movd. Councillor M. Caljouw

Secd. Councillor G. Maxwell

THAT City Council appoint Mike McKinlay to the position of Backhoe Operator, effective immediately.

Carried.

Movd. Councillor G. Maxwell

Secd. Councillor M. Lukaitis

THAT John Chadwick be appointed to the position of Sweeper Operator, effective immediately.

Carried.

Movd. Councillor M. Caljouw

Secd. Councillor G. Maxwell

THAT this meeting of City Council do now adjourn.

Carried.

At 9:00 p.m., the meeting adjourned.

Michael Coleman

Mark Frame