The Regular Meeting of City Council was held in the Council Chambers, City Hall, 200 Craig Street, Duncan, BC at 7:30 p.m., June 26, 2000.

Present:
Mayor Michael Coleman;
Councillors Mike Caljouw, Sharon Jackson, Phil Kent, Martin Lukaitis and Geoff Maxwell.

Absent With Prior Notice:
Councillor Ernie Moon.

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. Lukaitis
Secd. Councillor S. Jackson
THAT the Minutes of the Regular Meeting of City Council held on June 12, 2000 be adopted.
Carried.

Communications

Visitor Info Centre
Movd. Councillor M. Caljouw
Secd. Councillor S. Jackson
THAT the memorandum dated June 7, 2000 from the Duncan-Cowichan Chamber of Commerce and the Cowichan Tourism Association, regarding the idea to find a better location for the Visitor Info Centre and to amalgamate the office space and resources of the Info Centre, the Chamber's office and the office of the Cowichan Tourism Association, be received, the contents noted and filed.
Carried.

Colin Heasley - Interesting Cars
Movd. Councillor P. Kent
Secd. Councillor S. Jackson
THAT the June 12, 2000 request from Colin Heasley be endorsed;
AND THAT the owners and enthusiasts of interesting cars be permitted to gather at the Train Station Parking Lot from 10:00 a.m. to 12:00 noon on Sunday, August 13, 2000 prior to their Annual Picnic.
Carried.

Malaspina College - Child and Youth Care Program
Movd. Councillor M. Caljouw
Secd. Councillor G. Maxwell
THAT the Council of the City of Duncan support "in principle" the Child and Youth Care Program of Malaspina University-College;
BUT THAT the June 15, 2000 grant request from the Child and Youth Care Program of Malaspina University-College be denied noting Council does not wish to expand the already significant grants list and the need for fiscal restraint.
Carried.

Big Brothers & Sisters - Banner Display
Movd. Councillor S. Jackson
Secd. Councillor G. Maxwell
THAT the Council of the City of Duncan authorize the display of the Big Brothers and Big Sisters banner from the banner poles adjacent to the east-side of the Trans Canada Highway and south of the Cowichan River from September 11 - 30, 2000 as requested in the June 10, 2000 letter from the Cowichan Valley Big Brothers and Big Sisters.
Carried.

Lesbian Gay Bisexual & Transgender Pride Day
Movd. Councillor S. Jackson
Secd. Councillor G. Maxwell
THAT the Council of the City of Duncan proclaim Saturday, August 5, 2000 as "Lesbian Gay Bisexual and Transgender Pride Day" in the City of Duncan as requested by Rainbow BC in their June 16, 2000 letter.
Carried.

Summer Festival - Kenneth Street Parking Lot #2
Movd. Councillor S. Jackson
Secd. Councillor P. Kent
THAT Council authorize the closure of the Kenneth Street Parking Lot #2 for Summer Festival activities on July 14 and 15, 2000 (Friday & Saturday) as requested in the June 22, 2000 letter from the Downtown Duncan Business Improvement Area Society.
Carried.

RCMP - Community Crime Prevention Survey
Movd. Councillor S. Jackson
Secd. Councillor M. Caljouw
THAT the letter and survey questionnaire dated June 14, 2000 from RCMP Inspector Linton Robinson, regarding a Community Crime Prevention survey, be received, the contents noted and filed;
AND THAT Council encourage local residents to complete and return this survey to the RCMP during July 2000 since the information gathered will be of significant value to RCMP in determining policies and needed action on crime prevention, policing and community safety issues.
Carried.

Brentwood Ferry
For consideration was a letter dated June 21, 2000 from the South Cowichan Chamber of Commerce.

Movd. Councillor S. Jackson
Secd. Councillor M. Lukaitis
THAT the Council of the City of Duncan indicate strong support for retaining the Mill Bay/Brentwood Ferry;
AND THAT the South Cowichan Chamber of Commerce be commended for their diligent efforts in this regard.
Carried.

Reports of Standing Committees

Finance Committee

For consideration were the notes of the June 19, 2000 meeting.

Purchasing Policy - Local Suppliers
Movd. Councillor G. Maxwell
Secd. Councillor P. Kent
WHEREAS there is not a definition of "Local Suppliers" in the Purchasing Policy relating to the following section:
"Preference will be given to local suppliers where materials are equal but the cost does not exceed 5%.";
THEREFORE BE IT RESOLVED THAT the following definition be incorporated into the Purchasing Policy:
"Local Suppliers" means suppliers located within the boundaries of the Cowichan Valley Regional District and who hold a City of Duncan Business Licence in good standing.
Carried.

DCC Bylaw Revision - Roads
Movd. Councillor G. Maxwell
Secd. Councillor M. Caljouw
THAT Council authorize the initiation of the process to reduce the Development Cost Charges (DCC's) for Roads from $500.00 to $185.00 per parking space as recommended in the May 16, 2000 report from the City Engineers, Stantec Consulting Ltd.
Carried.

Public Works Committee

City Hall - Deteriorating Sandstone and Window Frames
Movd. Councillor M. Caljouw
Secd. Councillor S. Jackson
THAT the Council of the City of Duncan ask the City Engineers, Stantec Consulting Ltd., for a proposal to analyze the following exterior items of Duncan City Hall:
* gutters
* window and door frames
* all sandstone and other surfaces above the 1.8 m (6 ft) height from street level;
AND THAT the proposal contain provision that the resultant report is to include firm estimates for any required restorative work.

Carried.

Duncan Street - Additional
All-day Parking
Movd. Councillor M. Caljouw
Secd. Councillor P. Kent
THAT following recommendation from the administration be referred to the Planning Committee:
"THAT the additional all-day paid parking be created on the west-side of Duncan Street between Coronation Avenue and Trunk Road (i.e. approximately 45 spaces)."
Carried.

Parks and Recreation Committee

Tour of Parks
Councillor Maxwell, Chair of the Parks and Recreation Committee advised that he toured all of our parks with the Public Works Superintendent. He encouraged other Members of Council to do likewise and advised that there is considerable green space in the City of Duncan.

Planning Committee

For consideration were the notes of the June 21, 2000 meeting.

Silver Bridge Inn Signage
Movd. Councillor S. Jackson
Secd. Councillor G. Maxwell
THAT in response to the June 6, 2000 Development Variance Permit Application from Hung's Holdings Company Ltd., owner of the Silver Bridge Inn, Council authorize the following signage variances:
* Permit three rather than two freestanding signs along the Trans Canada Highway boundary.
* Permit the existing free-standing sign (i.e. 6.7 m² or 72 ft²) to be slightly increased to 7.4 m² (80 ft²) noting that the Sign Bylaw permits a maximum size of 5.99 m² (64.5 ft²).
* Permit the copy area of the new "Travelodge" sign to be 6.44 m² (69.33 ft²) separate from the two small borders and the frame noting the Sign Bylaw permits 5.99 m² (64.5 ft²) and that a read-o-graph display with the dimensions of 1.2 m (4') x 2.4 m (8') be permitted underneath the "Travelodge" sign.
* Seven facia signs on the highway side of the building be permitted rather than insisting on one facia sign that could stretch the full length of the building frontage (note: three of these facia signs are located on the tower and the combined total area of the seven facia signs is less than what is permitted in the Sign Bylaw).
* Permit the three facia signs to be located on the tower above the signage height limit outlined in the Sign Bylaw.
Carried.

Fire Committee

For consideration were the notes of the June 19, 2000 meeting.

Antique Truck Display - Vancouver, Washington
Movd. Councillor M. Caljouw
Secd. Councillor P. Kent
THAT Council authorize the Duncan Volunteer Fire Department to use the new 2000 Crew-Cab truck and the City's aluminum trailer to tow the Model-T antique fire truck to Vancouver, Washington, USA, July 3-5, 2000 inclusive for the antique fire truck display subject to the fire department securing adequate insurance to cover all three pieces of equipment through ICBC including underinsured third-party coverage.
Carried.

Councillor Caljouw, Chair of the Fire Committee, indicated that the June 19, 2000 meeting between several Members of Council and all of the Officers of the Duncan Volunteer Fire Department was an excellent information session and opened new lines of communication between Council and the Department.

Reports of Special Committees

Septage Receiving Feasibility Study
For consideration was a letter dated June 20, 2000 from the Duncan/North Cowichan Joint Utilities Board.

Movd. Councillor M. Caljouw
Secd. Councillor G. Maxwell
THAT as recommended by the Duncan/North Cowichan Joint Utilities Board, Council agree not to proceed further with a septage receiving feasibility study nor provide further consideration in this regard at this time.
Carried.

CVRD Septage - JUB Surcharge
Movd. Councillor M. Caljouw
Secd. Councillor G. Maxwell
THAT as recommended by the Duncan/North Cowichan Joint Utilities Board, Council endorse the May 5, 2000 report prepared by Clay Reitsma, Assistant Municipal Engineer, entitled "CVRD Septage - JUB Surcharge";
AND THAT the CVRD be invoiced for $16,584.00 to cover the septage excess costs outlined in the CVRD February 1, 2000 resolution;
AND THAT the CVRD be requested to appropriate these funds only from the Electoral Areas.
Carried.

Miscellaneous
Councillor Caljouw reported on the following items:
* On June 23 he participated in the ceremony marking the reopening of the Merridale Cider operation. He advised that BC Premier Ujaal Dosanj and MLA Rick Kasper officiated at the event.
* On June 24 he participated in the maiden voyage of the Pacific Wilderness Railway between Victoria and the south-end of Shawnigan Lake. He said that he spoke to the president of the railway company, Ross Roland, who indicated that the train would be travelling to Duncan in approximately a year to allow passengers to take Totem Tours.

Councillor Lukaitis reported on the following items:
* He attended the June 13 Central Sector Liquid Waste Management Committee Meeting. He said long-term plans were debated.
* On June 19 he attended the CVRD Transit Committee Meeting. He said they debated the long-term business plan and the need to reroute one of the busses due to the two-month closure of the Dodd's Bridge on Lake Cowichan Road.

Councillor Jackson reported on the following items:
* The Mayor's Advisory Committee on Race Relations is in the process of drafting a policy for the consideration of Council.
* The Pow-Wow on the weekend of June 16, 2000 was a brilliant success. She said there were more performers and spectators than the previous year along with many more volunteers.
* She referenced the Father's Day baseball game between the City and the DBIAS and referenced the spectacular job performed by her pom-pom squad.

Councillor Maxwell reported that the Duncan Business Improvement Area Society has elected Lance Steward as President and Lisa Clossen as Vice-President.

Mayor Coleman reported on the following items:
* On June 13, he participated in the 30th Anniversary of the Cowichan Family Life Association. He was a founding member.
* On June 16, he participated in the grand opening of the Thunder In the Valley Pow-Wow. He said it was most impressive.
* On June 18, he attended the Father's Day baseball game between the City and the DBIAS and noted the strong victory of the City ball team.
* Also on June 18, he attended the funeral of Vern Jones, former Fire Chief and Public Works Foreman.
* On June 21, he participated in the Malaspina University-College - Cowichan Campus Awards Day. He said the guest speaker was Tom Henry, the author of the story of Duncan, "Small City in a Big Valley".
* On June 21, he attended the 25th Anniversary of the House of Friendship Society. He said he had an opportunity to be honoured as a founding member along with former Cowichan Tribes Chiefs Dennis and Philomena Alphonse and Cowichan Tribes Councillor Ramona Williams. He said this organization has grown to have a $1m annual budget.
* On June 23, he attended the Municipal Finance Authority Board Meeting in Vancouver. He said a new community bond issue may be useful to the City.
* On July 1, Canada Day, he will participate in the Chemainus Parade, the Chesterfield Sports Facility celebration and the House of Friendship Centre celebration. He encouraged all citizens to participate in the Canada Day celebrations and wished all a happy Canada Day.

Unfinished Business

Gas Franchise Fee
Movd. Councillor P. Kent
Secd. Councillor M. Lukaitis
THAT the June 9, 2000 memorandum from the Association of Vancouver Island & Coastal Communities, regarding Centra Gas franchise fees, be received, the contents noted and filed.
Carried.

Duncan United Church Fall Fair
For consideration were the following items:
* Letters dated May 15 and 17, 2000 from and to the Duncan United Church.
* Petition signed by Business representatives on Ingram Street between Jubilee Street and Boundary Road indicating "no objection".

Movd. Councillor G. Maxwell
Secd. Councillor M. Caljouw
THAT Council authorize the Duncan United Church to stage a Fall Fair on Ingram Street on October 14, 2000 (Saturday);
AND THAT Ingram Street between Jubilee Street and Boundary Road be closed to vehicular traffic from 6:00 a.m. to 6:00 p.m. on Saturday, October 14, 2000 for this purpose subject to the following terms and conditions:
* Duncan United Church apprising the DBIAS Society of the event activities.
* Duncan United Church holding harmless the City of Duncan from any and all possible public liability claims.
* Provision of insurance to a minimum of $1,000,000. per occurrence for this Fall Fair.
* Payment of a $300.00 deposit, which will be returned to the Church if the street and infrastructure are left in a clean and undamaged condition.
Carried.

Island Farmers' Alliance
Movd. Councillor S. Jackson
Secd. Councillor M. Caljouw
THAT the June 12, 2000 letter from the Island Farmers' Alliance, wherein they express appreciation to Council for supporting their efforts in having the Island Agriculture Development Trust Fund established, be received, the contents noted and filed.

Carried.

Cowichan Valley 12-Hour Relay
Movd. Councillor G. Maxwell
Secd. Councillor M. Caljouw
THAT the June 14, 2000 letter from the Chesterfield Sports Society, regarding the Cowichan Valley 12-Hour Relay events, be received and filed;
AND THAT the Chesterfield Sports Society be advised that Councillor Sharon Jackson will represent the City on August 12, 2000.

Carried.

2000 Link Highway Cavalcade
Movd. Councillor S. Jackson
Secd. Councillor M. Caljouw
THAT the June 8, 2000 letter from the Link Highway Committee, wherein they extend appreciation to the City of Duncan for their participation in the 2000 Link Highway Cavalcade, be received, the contents noted, and filed.
Carried.

Duncan Elks Summer Festival Beer Garden
For consideration were the following items:
* Letter dated May 31, 2000 from the Duncan Elks - Re: Summer Festival Beer Garden
* Letter dated June 9, 2000 from Gossip's Restaurant

Movd. Councillor M. Lukaitis
Secd. Councillor S. Jackson
THAT the Council of the City of Duncan indicate that they have no objection to the Duncan Elks #69 Order staging a beer garden between 12:00 noon and 8:00 p.m. on July 14 & 15, 2000 (Friday & Saturday) during the Summer Festival subject to the required approvals through the RCMP and the following conditions:
* Stage to face south, east or in the best location to accommodate a reduced noise level (Note: If the stage is located on the north end of the Elks parking lot, the back of stage to be sound-proofed);
* Elks not having live music between 6:00 p.m. and 8:00 p.m. on Friday evening (July 14; they can have low volume canned music at this time);
* Adherence to the Beer Garden Policy;
AND THAT Council note that the Duncan Cowichan Festival Society has no objection to the Duncan Elks doing so and donating the proceeds to the charity of choice by the Elks Order.
Carried.

Species at Risk Act
Movd. Councillor M. Lukaitis
Secd. Councillor G. Maxwell
THAT the June 13, 2000 letter from the Federal Minister of Environment, regarding the Species at Risk Act (SARA), be received, the contents noted and filed.
Carried.

Mound Parking Lot
For consideration were letters dated March 29, June 14 and June 22, 2000 to and from the Cowichan Tribes Council regarding the Mound Parking Lot.

Movd. Councillor P. Kent
Secd. Councillor G. Maxwell
THAT Council acknowledge receipt of the June 22, 2000 letter from the Cowichan Tribes Council regarding the termination of the permit of the City to lease the Mound Parking Lot;
AND THAT Council agree to the following items:
* City to demolish the washrooms building and Farmers' Market roof structure at a later date upon the request of the Cowichan Tribes Council (Cowichan Tribes to be given an opportunity to bid on this work).
* The Public Works Superintendent to provide keys for the washrooms building and four (4) litter containers on the washrooms building to the Tribes General Manager noting that the Tribes are going to look after the parking lot cleaning and washrooms building and litter containers maintenance.
* Invoice to the Cowichan Tribes for the water service to the washrooms building to commence July 1, 2000.
* Invoice to the Cowichan Tribes for the sanitary sewer service to the washrooms building to commence on January 1, 2001.
* All existing signage in the parking lot to be left on the condition that if the Cowichan Tribes decide they have no use for the signs, they return them to the City.
* -Parking permit meter to be removed by the City.

Campbell Road Storm Sewer
For consideration was a letter dated June 22, 2000 from the City Engineers, Stantec Consulting Ltd.

Movd. Councillor M. Caljouw
Secd. Councillor S. Jackson
THAT as recommended by the City Engineers, Stantec Consulting Ltd., in their June 22, 2000 letter, Council award the contract for the Campbell Road Storm Sewer to the low bidder, Superior Excavating Ltd., for $86,006.60 including GST (Budget: $112,800 including Engineering Fees).
Carried.

Wharncliffe Road Watermain
For consideration was a letter dated June 23, 2000 from the City Engineers, Stantec Consulting Ltd.

Movd. Councillor P. Kent
Secd. Councillor S. Jackson
THAT as recommended by the City Engineers, Stantec Consulting Ltd., in their June 23, 2000 letter, Council award the contract for the Wharncliffe Road Watermain to the low bidder, Chikangas Enterprises Ltd. for $118,567.51 including GST (Budget: $140,000 including Engineering Fees).

Carried.

Summer Festival Appreciation Night
For consideration was a letter dated June 23, 2000 from the Duncan Business Improvement Area Society.

Movd. Councillor S. Jackson
Secd. Councillor G. Maxwell
THAT to accommodate the Summer Festival Appreciation Night hosted by the Duncan Business Improvement Area Society (DBIAS), Council authorize the closure of Craig Street between Government and Station Street to vehicular traffic between 4:30 p.m. and 7:30 p.m. on July 11, 2000 (Tuesday) as requested in the June 23, 2000 letter from the DBIAS.
Carried.

Fjord-De-Lis Carriage Rides
For consideration were the following letters:
* May 26, 2000 to Fjord-De-Lis
* June 21, 2000 from Fjord-De-Lis
* June 23, 2000 from DBIAS

Movd. Councillor M. Caljouw
Secd. Councillor P. Kent
THAT Council authorize Fjord-De-Lis Carriages to commence horse-drawn surrey service on the following routes for a two (2) month trial basis (i.e. July and August 2000) subject to the service only being with a one horse surrey initially:

1. Cowichan Native Village Route (Sundays 10:00 a.m. - 5:00 p.m.) outlined in the June 23, 2000 letter from Fjord-De-Lis Carriages with the modification of reversing the route so that upon entering the downtown core the surrey turns left onto Station Street from Canada Avenue and then exits by turning right from Kenneth Street to Canada Avenue as suggested by the DIBAS.
2. Downtown Route (Saturdays 10:00 a.m. - 5:00 p.m.) outlined in the June 23, 2000 letter from Fjord-De-Lis Carriages.

New Business

Bylaws

Advisory Planning Commission Bylaw 2000, No. 1900

Movd. Councillor G. Maxwell
Secd. Councillor M. Caljouw
THAT Council give leave to Councillor Sharon Jackson to introduce "Advisory Planning Commission Bylaw 2000, No. 1900".
Carried.

Movd. Councillor S. Jackson
Secd. Councillor P. Kent
THAT "Advisory Planning Commission Bylaw 2000, 1900" be read for the first time.
Carried.

Movd. Councillor S. Jackson
Secd. Councillor G. Maxwell
THAT "Advisory Planning Commission Bylaw 2000, 1900" be read for the second time.
Carried.

Movd. Councillor P. Kent
Secd. Councillor G. Maxwell
THAT Section 12(a) be amended to add the words "or time designated by Council" to the end of the sentence.
Carried.

Movd. Councillor G. Maxwell
Secd. Councillor M. Caljouw
THAT "Advisory Planning Commission Bylaw 2000, No. 1900" as amended be read for the third time.
Carried.

Development Approvals Procedures Bylaw No. 1901, 2000

Movd. Councillor S. Jackson
Secd. Councillor P. Kent
THAT Council give leave to Councillor Mike Caljouw to introduce "Development Approvals Procedures Bylaw No. 1901, 2000".

Carried.

Movd. Councillor M. Caljouw
Secd. Councillor G. Maxwell
THAT the "Development Approvals Procedures Bylaw No. 1901, 2000" be read for the first time.
Carried.

Movd. Councillor M. Lukaitis
Secd. Councillor S. Jackson
THAT the "Development Approvals Procedures Bylaw No. 1901, 2000" be read for the second time.
Carried.

Movd. Councillor P. Kent
Secd. Councillor M. Caljouw
THAT the "Development Approvals Procedures Bylaw No. 1901, 2000" be read for the third time.
Carried.

Water Regulation Amendment Bylaw 1902, 2000

Movd. Councillor P. Kent
Secd. Councillor S. Jackson
THAT Council give leave to Councillor Mike Caljouw to introduce "Water Regulation amendment Bylaw 1902, 2000".
Carried.

Movd. Councillor M. Caljouw
Secd. Councillor S. Jackson
THAT the "Water Regulation Amendment Bylaw 1902, 2000" be read for the first time.

Carried.

Movd. Councillor M. Lukaitis
Secd. Councillor P. Kent
THAT the "Water Regulation Amendment Bylaw 1902, 2000" be read for the second time.

Carried.

Movd. Councillor G. Maxwell
Secd. Councillor M. Caljouw
THAT the "Water Regulation Amendment Bylaw 1902, 2000" be read for the third time.

Carried.

New Business

Power Wheelchair Accident
Councillor Kent reported that he saw the results of a power wheelchair accident near the Trans Canada Highway/Trunk Road intersection. He said that the wheelchair was on its side and the occupant was lying in the street being assisted by others. Councillor Caljouw stressed that these power wheelchairs must travel on the sidewalks and not the roadways. It was suggested that the Mayor's Advisory Committee for People with Disabilities review the access points along Trunk Road into downtown Duncan.

Special Meeting
Movd. Councillor S. Jackson
Secd. Councillor G. Maxwell
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 8:30 p.m., City Council resolved into Special Meeting.

At 9:39 p.m., the following Motion was PUT:

Movd. Councillor M. Lukaitis
Secd. Councillor M. Caljouw
THAT the Special Meeting rise and report to City Council.

Carried.

Garbage Foreman
Movd. Councillor P. Kent
Secd. Councillor S. Jackson
THAT Pat Williams be appointed Garbage Foreman effective immediately.
Carried.

Adjournment
Movd. Councillor M. Caljouw
Secd. Councillor S. Jackson
THAT this meeting of City Council do now adjourn.

Carried.

At 9:40 p.m., the meeting adjourned.

Michael Coleman
Mayor

Paul Douville
City Administrator

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