The Regular Meeting of City Council was held in the Council Chamber, City Hall, 200 Craig Street, Duncan, BC at 7:30 p.m., May 13, 2002.
	Present: Mayor Michael Coleman; Councillors Mike Caljouw, Sharon Jackson, Phil Kent, Martin Lukaitis and Geoff Maxwell. Absent With Prior Notice: Councillor Ken Newcomb Also Present: Mark Frame, Deputy Clerk.
	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 M. Caljouw THAT the Minutes of the April 22, 2002 Regular Meeting of City Council be adopted. Carried.
	Delegations
Downtown Duncan Farmer's Market Society	Dodie Miller, representing the newly formed Downtown Duncan Farmer's Market Society, addressed Council. Ms. Miller thanked the City of Duncan and the Downtown Business Improvement Area Society members for making the May 11, 2002 opening day of the New Farmer's Market (north of the Train Station) such a success. She presented a framed piece of the ribbon used at the opening ceremony to Councillors Caljouw and Jackson. The Mayor thanked Ms. Miller for her presentation and she left the meeting.
	Communications
Provincial Legal Aid Cuts	Movd. Councillor P. Kent Secd. Councillor G. Maxwell THAT the letter dated April 19, 2002 from Jean MacLeod, wherein she expresses her objections to the proposed BC Government legal aid cuts, be received, the contents noted and filed. Carried.
Cowichan Lawn Bowling - Lease Renewal	Movd. Councillor S. Jackson Secd. Councillor M. Caljouw WHEREAS the current five(5) year lease term with the Cowichan Lawn Bowling Club ends July 7, 2002; THEREFORE BE IT RESOLVED THAT the lease with the Cowichan Lawn Bowling Club be renewed for a further five(5) years commencing July 8, 2002 on the same terms and conditions as the existing Lease. Carried.
Province of BC - Investment Website	Movd. Councillor S. Jackson Secd. Councillor P. Kent THAT the April 25, 2002 letter from the Ministry of Competition, Science and Enter-prise, advising of the new investment website http://www.investinbc.gov.bc.ca/default.htm, be received, the contents noted and filed. Carried.
BC Hydro – Proposed Sale of Business Units	Movd. Councillor P. Kent Secd. Councillor G. Maxwell THAT the April 25, 2002 letter from Jim Campbell of Sidney, BC, outlining his views on the proposed sale of three BC Hydro Business Units by the Province of BC, be received, the contents noted and filed. Carried.
Denim Pine Marketing Association – Letter of Support	Movd. Councillor G. Maxwell Secd. Councillor S. Jackson THAT a letter of support be sent to the Denim Pine Marketing Association of Quesnel for their marketing proposal of the beetle-kill pine from the central interior of BC. Carried.
Hugo Stead – Letter of Thanks	Movd. Councillor S. Jackson Secd. Councillor P. Kent THAT the April 28, 2002 letter from Hugo Stead, expressing his appreciation for the recently installed traffic light at the intersection of Lakes Road and Trunk Road, be received, the contents noted and filed. Carried.
Duncan United Church – Annual Harvest Fair	Movd. Councillor G. Maxwell Secd. Councillor S. Jackson THAT Council authorize the Duncan United Church to stage a Harvest Fair on Ingram Street on September 14, 2002 (Saturday); AND THAT Ingram Street between Jubilee Street and the westerly boundary of 246 Ingram Street be closed to vehicular traffic from 6:00 a.m. to 6:00 p.m. on Saturday, September 14, 2002 for this purpose subject to the following terms and conditions: · Duncan United Church apprising the DBIA 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 $2,000,000. per occurrence for this Harvest 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; AND THAT City barricades be provided to the organizers for this event. Carried.
Human Resource Centre for Students	Movd. Councillor M. Caljouw Secd. Councillor P. Kent THAT the Council of the City of Duncan proclaim June 3 – 7, 2002 as “HIRE A STUDENT WEEK” in the City of Duncan as requested in the May 1, 2002 letter from the Human Resource Centre for Students; AND THAT since the banner poles near the Silver Bridge are already booked for another organization that week, it be suggested to the Summer Employment Officers that they contact the District of North Cowichan about the possibility of using their banner poles in Pioneer Park, which are also visible from the Trans Canada Highway. Carried.
Summer Festival July 19 & 20, 2002 Beer Garden	Movd. Councillor S. Jackson Secd. Councillor M. Caljouw THAT the Council of the City of Duncan indicate that they have no objection to the Duncan Elks Lodge #69 staging a beer garden between 12:00 noon and 8:00 p.m. on July 19 & 20, 2002 (Friday & Saturday) during the 2002 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 the stage is to be sound-proofed);
	· Elks not having live music between 6:00 p.m. and 8:00 p.m. on Friday evening (July 19; 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 Duncan Elks Lodge #69. Carried.
Chemainus Theatre Society – Banner Request	Movd. Councillor G. Maxwell Secd. Councillor P. Kent THAT the request from the Chemainus Theatre Society to display their banner regarding the upcoming summer production of "Hello, Dolly" from the banner poles adjacent to the east-side of the Trans Canada Highway and south of the Cowichan River June 9 - 27, 2002 be denied. Carried.
Cowichan Lawn Bowling – Centennial Park Gate Closure Times	Movd. Councillor G. Maxwell Secd. Councillor M. Caljouw THAT the letter dated May 10, 2002 from the Cowichan Lawn Bowling Club, wherein they request that the Centennial Park gate remain open until 9:00 p.m., effective May 1^st each year, be referred to the Parks & Recreation Committee with power-to-act. Carried.
2002 Island Thunder Pow Wow – Banner Request	Movd. Councillor M. Caljouw Secd. Councillor S. Jackson THAT the May 13, 2002 letter from Island Thunder Pow Wow be displayed from the banner poles adjacent to the east-side of the Trans Canada Highway and south of the Cowichan River August 1 – 14, 2002 pending approval from the Cowichan Exhibition to use one or two days of their previously scheduled banner time. Carried.
Island Thunder Pow Wow – Bleacher Use	Movd. Councillor S. Jackson Secd. Councillor M. Caljouw THAT the "Bleacher Policy" be waived to allow the Island Thunder Pow Wow Committee to use the City's three sets of portable bleachers for the August 16, 17 and 18, 2002 Pow Wow event subject to the following: 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 Pow Wow Committee if the bleachers are returned undamaged). 2. The Public Works Superintendent being in charge of the pick-up and return of the bleachers. 3. Written agreement from the Island Thunder Pow Wow Committee of these terms and conditions; AND THAT the "Bleacher Policy" be referred to the Parks & Recreation Committee for review. Carried.
	Reports of Standing Committees
	Finance Committee
Warrant No. 04 – 2002	Movd. Councillor M. Lukaitis Secd. Councillor G. Maxwell THAT Warrant No. 04-02 covering General Account cheque numbers 104581 – 104702 in the total amount of $212,355.10 Payroll Account - Payroll #08 covering cheque numbers 2134 - 2140 and Direct Deposits in the amount of 27,434.92 - Payroll #09 covering cheque numbers 2141 – 2161 and Direct Deposits in the amount of 33,771.86 GRAND TOTAL . . . . . . $273,561.88 be ratified. Carried.
Freshwater Eco-Centre – Grant Request	Movd. Councillor M. Lukaitis Secd. Councillor M. Caljouw THAT Council provide a $1,000.00 grant to the Cowichan Valley Naturalists' Society to assist in the continuing operation of the Freshwater Eco-Centre. Carried.
Social Planning Council – Grant Request	Movd. Councillor M. Lukaitis Secd. Councillor P. Kent THAT a $200.00 grant be provided to Volunteer Cowichan to assist in establishing a Social Planning Council for the Cowichan Valley Region. Carried.
Policy – Sports Teams Grant Requests	Movd. Councillor M. Lukaitis Secd. Councillor S. Jackson THAT the Council of the City of Duncan establish a policy not to provide funds to individuals or teams for sports related endeavours. Carried.
Cowichan Therapeutic Riding Association – Grant Request	Movd. Councillor M. Lukaitis Secd. Councillor G. Maxwell THAT the 2002 grant request from the Cowichan Therapeutic Riding Association be denied. Carried.
Charitable Organizations Grant Policy	Notice of Motion – Councillor S. Jackson THAT the Council of the City of Duncan direct staff to draft a policy for Council's consideration not to provide funds to charitable organizations.
	Parks & Recreation Committee
City Square Project	Councillor Maxwell reported that the tenders for the City Square project are proceeding and the closing date is May 28, 2002.
	Planning & Priorities Committee
North Cowichan – 2002 Official Community Plan	Councillor Kent reported that the Planning & Priorities Committee met on May 6, 2002 to review the District of North Cowichan's 2002 Official Community Plan. He noted that the Advisory Planning Committee also met on May 6, 2002 to discuss this OCP.
	Fire Committee
DVFD 100^th Year Anniversary	Councillor Caljouw reported that the Duncan Volunteer Fire Department members are working hard on the 100^th year anniversary celebrations. They are still looking for pictures and artifacts for display at the Fire Hall.
	Reports of Special Committees
Building Statistics – April 2002	Movd. Councillor G. Maxwell Secd. Councillor S. Jackson THAT the Building Statistics Report for April 2002 as prepared by the Building Inspector, be received, the contents noted and filed. Carried.
Junior Council Resolutions	Movd. Councillor S. Jackson Secd. Councillor G. Maxwell THAT the following Junior Council resolutions from the April 25, 2002 Junior Council meeting be referred to the Public Works Committee: 1. "THAT the Junior Council of the City of Duncan encourage the diligent filling of potholes in the streets of the City of Duncan."
	2. " THAT the Junior Council of the City of Duncan request City Council to consider installing an amber traffic signal warning light at the Jubilee/Second Street intersection."
	3. "THAT City Council be requested to reduce the speed limit on Jubilee Street in the vicinity of Second Street."
	4. "THAT the Junior Council of the City of Duncan request City Council to consider installing traffic signals at the Coronation Avenue/Festubert Street intersection."
	5. " THAT the Junior Council of the City of Duncan request City Council to authorize the investigation of having the amber flashing light on Trunk Road near Brae Road lowered and also having a safer pedestrian crossing installed." Carried.
Miscellaneous	Councillor Lukaitis reported on the following: · On April 24, he attended the Volunteer Cowichan 2002 Spirit Awards Ceremony. · On April 26, he attended the Salvation Army Red Shield Appeal flag raising at City Hall. · On April 28, he attended the Royal Canadian Branch 53 meeting, wherein they presented him with a cheque in the amount of $300.00 to purchase 3 bricks for the City Square Project.
	Councillor Jackson reported on the following: · On May 1, she attended the monthly meeting of a group of multi-cultural persons who meet for sustained dialogue regarding various race relation concerns in the Cowichan Valley. · On May 4, she participated in the Cowichan Lawn Bowling Club Opening Ceremony.
	Councillor Kent reported on the following: · At the recent Cowichan Tourism Association Annual General Meeting, they resolved to dissolve the Association and have tourism promotion activities fall under the umbrella of the Economic Development Commission.
	· He attended the May 7, 2002 Chamber of Commerce Board meeting with the new Board Members. · He attended the Chamber of Commerce breakfast meeting today with the Economic Development Committee regarding tourism issues.
	Mayor Coleman reported on the following: · On April 27, he attended a meeting in Port Alberni with the Federal Minister of Forests Herb Dhaliwal and others to discuss the Canada/US softwood lumber issues. · On April 29, he attended the IWA Town Hall meeting. · On May 1, he attended at Providence Farm for the dedication of the Ken McKinnon building by the Honourable Iona Campagnolo, Lieutenant-Government of BC. · On May 9, he participated in a panel discussion at the Cowichan Theatre hosted by Moe Sihota of the New VI (Channel 12) regarding Canada/US softwood lumber issues. · On May 13, he attended the Human Resource Centre for Students "Hire A Student" official opening. · On May 5, he attended at the Cenotaph and Mountain View Cemetery for a Legion VE Day and related services.
	Unfinished Business
Community-Wide Forum – Cowichan Valley Region Social Planning	For consideration was a letter dated May 1, 2002 from the Cowichan United Way and Volunteer Cowichan inviting the Mayor and Council to a Community-Wide Forum to further develop Social Planning in the Cowichan Valley Region. Movd. Councillor M. Lukaitis Secd. Councillor S. Jackson THAT any member of Council wishing to attend the May 31 – June 1, 2002 Forum for Social Planning, sponsored by the Cowichan United Way and Volunteer Cowichan, may do so. Carried.
	Bylaws
Tax Rates Bylaw No. 1929, 2002	Movd. Councillor M. Lukaitis Secd. Councillor M. Caljouw THAT "Tax Rates Bylaw No. 1929, 2002" be reconsidered, finally passed and adopted. Carried.
City of Duncan Financial Plan Bylaw No. 1927, 2002	Movd. Councillor S. Jackson Secd. Councillor G. Maxwell THAT "City of Duncan Financial Plan Bylaw No. 1927, 2002" be reconsidered, finally passed and adopted. Carried.
Duncan/North Cowichan Joint Utilities Lagoon Phosphorus Removal Loan Authorization Bylaw No. 1930, 2002	Movd. Councillor P. Kent Secd. Councillor S. Jackson THAT Council give leave to Councillor M. Caljouw to introduce "Duncan/North Cowichan Joint Utilities Lagoon Phosphorus Removal Loan Authorization Bylaw No. 1930, 2002". Carried.
	Movd. Councillor M. Caljouw Secd. Councillor G. Maxwell THAT "Duncan/North Cowichan Joint Utilities Lagoon Phosphorus Removal Loan Authorization Bylaw No. 1930, 2002" be read for the first time. Carried.
	Movd. Councillor M. Lukaitis Secd. Councillor P. Kent THAT "Duncan/North Cowichan Joint Utilities Lagoon Phosphorus Removal Loan Authorization Bylaw No. 1930, 2002" be read for the second time. Carried.
	Movd. Councillor S. Jackson Secd. Councillor G. Maxwell THAT "Duncan/North Cowichan Joint Utilities Lagoon Phosphorus Removal Loan Authorization Bylaw No. 1930, 2002" be read for the third time. Carried.
	New Business
New Farmer's Market (Train Station) – Saturday Parking & Security Issues	Movd. Councillor S. Jackson Secd. Councillor G. Maxwell THAT the following subjects, regarding the new Farmers Market at the north-side of the Train Station, be referred to the Public Works Committee: · Saturday Parking in the downtown core · Seating availability in the area. Carried.
Special 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 personnel and property 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 8:10 p.m., City Council resolved into Special Meeting.
	At 8:43 p.m., the following Motion was PUT:
	Movd. Councillor P. Kent Secd. Councillor S. Jackson THAT the Special Meeting of City Council rise and report to City Council. Carried.
Remuneration – Election Officials (November 16, 2002)	Movd. Councillor S. Jackson Secd. Councillor P. Kent THAT the following remuneration for Election Officials for the November 16, 2002 Municipal Election be approved: Chief Election Officer $500.00 Deputy Chief Election Officer $350.00 Election Officials (4) $225.00 Counters $ 12.80 p/h. Carried.
Adjournment	Movd. Councillor P. Kent Secd. Councillor S. Jackson THAT this meeting do now adjourn. Carried.
	The meeting adjourned at 8:45 p.m. Michael Coleman Mayor Mark Frame Deputy Clerk