The Regular Meeting of City Council was held in the Council Chamber, City Hall, 200 Craig Street, Duncan, BC at 7:30 p.m., November 25, 2002. Present: Mayor Michael Coleman; Councillors Mike Caljouw, Sharon Jackson, Phil Kent, Martin Lukaitis, 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 P. Kent Secd. Councillor M. Lukaitis THAT the Minutes of the Public Zoning Hearing; Development Permit, Heritage Alteration Permit and Heritage Designation Public Hearing; and Regular Meeting of City Council held on November 12, 2002 be adopted. Carried.
	Delegations:
RCMP S/Sgt. Howard Goodridge – Safety Report	Representing the North Cowichan/Duncan RCMP Detachment, S/Sgt. Howard Goodridge presented the Crime Statistics Report for the City of Duncan for January to the end of October 2002. Crimes against persons were down to 126 from 133 for the same period in 2001 for a reduction of –5.3%. Property crimes were up to 522 from 454 in 2001 for an increase of 15%. S/Sgt. Goodridge highlighted the following dramatic increases: January - October 2001 2002 % Theft of Autos 25 47 +88% Theft from Vehicles - Under $5,000 Value 75 117 +56% Arson 8 17 +112.5% Property Damage – Under $5,000 Value 147 192 +36.2%
	S/Sgt. Goodridge advised that approximately 85% of stolen vehicles are recovered, indicating that vehicles are being taken primarily for "joy-rides". S/Sgt. Goodridge made the following further points: The difficulty in filling Community Policing positions is not unique to our detachment. The Inspector is making every effort to fill these positions as soon as possible. Inspector Robinson made a presentation to the District of North Cowichan for consideration to acquire 2 additional regular members over the next 4 years. The $7,000.00 of additional seasonal policing funding was utilized during the past several months towards the arson investigations and thefts of vehicles. Numerous arrests were made, resulting in a substantial decrease in these incidents. Inspector Robinson recently met with Fire Chief Glenn Mackie and they agreed to work towards a partnership wherein the City of Duncan would acquire the police radio frequency to assist with communication. The arsons during this past summer were an indication that such communication between police/fire personnel was dangerously lacking. Victims' Services is receiving approximately 200 calls per month for assistance under the program. There are currently 6 vacancies at the Detachment, 3 vacancies are due to transfers with no replacements made to date, 1 for maternity leave, 2 for medical leaves and 1 for another confidential reason.
	S/Sgt. Goodridge fielded a few questions from members of Council, was thanked for his presentation by the Mayor and left the meeting.
	Communications:
Heart Month	Movd. Councillor M. Caljouw Secd. Councillor K. Newcomb THAT the Council of the City of Duncan proclaim February 2003 as "Heart Month" in the City of Duncan as requested in the November 6, 2002 letter from the Cowichan Valley Unit of the Heart and Stroke Foundation of B.C. & Yukon; AND THAT the Foundation be authorized to display their "February is Heart Month" banner from the banner poles south of the Cowichan River on the east-side of the Trans Canada Highway for February 1 – 28, 2003, conduct door-to door canvassing during the month and conduct a Tag Day on Saturday, February 22, 2003; AND THAT Members of Council make every effort to participate in the "Heart Month" fund-raising events. Carried.
Queen of Angels School - Student Cultural Exchange Program	Movd. Councillor P. Kent Secd. Councillor M. Caljouw THAT the November 8, 2002 grant request from Queen of Angels School, regarding a Student Cultural Exchange Program, be denied since Council does not wish to increase the already substantial grants account and considering the significant number of requests the City receives to fund students for various travel and other projects. Carried.
Christmas Cheer Kettle – Salvation Army	For consideration was a letter dated November 6, 2002 from the Salvation Army - Cowichan Valley Ministries. Movd. Councillor S. Jackson Secd. Councillor G. Maxwell THAT the Cowichan Valley Ministries of the Salvation Army be authorized to locate one of their Christmas Cheer Kettles and periodically their Christmas Brass Band on the north-side of the Cowichan Merchants Building during December 2002. Carried.
Small Scale Salvage Loggers	Movd. Councillor P. Kent Secd. Councillor M. Caljouw THAT the letter dated November 20, 2002 from the Regional District of North Okanagan, regarding Small Scale Salvage Loggers, be received, the contents noted and filed; AND THAT Council request further information in this regard. Carried.
Downtown Duncan Celebration of Christmas 2002/Launching of New City Square	Movd. Councillor K. Newcomb Secd. Councillor S. Jackson THAT Council authorize compliance with the November 18, 2002 requests from the Duncan Business Improvement Area Society (DBIAS) for the November 29, 2002 unveiling of the New City Square and the Downtown Duncan Celebration of Christmas 2002; AND THAT Council provide $500.00 to the DBIAS to assist with the costs of this event. Carried.
ICBC – 2003 Rates	Movd. Councillor K. Newcomb Secd. Councillor M. Lukaitis THAT the submission dated November 22, 2002 from the Insurance Corporation of British Columbia (ICBC), regarding ICBC 2003 rates and the results of the Core Services Review of ICBC, be received, the contents noted and filed. Carried.
	Reports of Standing Committees
	Finance Committee
	For consideration were the notes of the November 18, 2002 meeting.
Grants Policy & Procedures	Movd. Councillor M. Lukaitis Secd. Councillor G. Maxwell THAT the City of Duncan Grants Policies and Procedures be adopted. Carried.
Malaspina University College – Grant Request	Movd. Councillor M. Lukaitis Secd. Councillor P. Kent THAT the October 31, 2002 grant request from Malaspina University College for the conference entitled "The Heart of the Matter: Working With First Nations Children, Youth, Families & Communities" be denied. Carried.
	Public Works Committee
	For consideration were the notes of the November 18, 2002 meeting.
Hedge – 361 Dogwood Avenue	Movd. Councillor M. Caljouw Secd. Councillor G. Maxwell THAT a stop sign be erected at the north-end of Dogwood Place for vehicles exiting onto Dogwood Avenue. Carried.
	Parks & Recreation Committee
City Square Launch	Councillor Maxwell reminded everyone that the City Square Launch will take place between 5:00 p.m. and 8:00 p.m. on November 29, 2002.
	Planning & Priorities Committee
	For consideration were the notes of the November 18, 2002 meeting.
Zoning Bylaw Amendments (Tents & Height Definition)	Movd. Councillor P. Kent Secd. Councillor M. Caljouw THAT the Administration be authorized to process Zoning Bylaw Amendments as follows: "5.10 (f) notwithstanding the provisions of clause 4.4.(a) of this bylaw, tent structures shall be permitted as accessory structures in commercial zones as temporary seasonal storage buildings and for special events, provided they comply with all other aspects of this bylaw. Tents shall not be used for assembly occupancies, except for special events as authorized by Council. (g) Tent structures shall require temporary permits which shall be for a term not to exceed two years. Renewal of permits shall be subject to review."
	"height" means the vertical distance from the average finished ground level at the perimeter of a building or structure, to the highest point of the building or structure. In the case of residential accessory buildings the measurement shall be taken to the mean distance between the eaves and the peak." Carried.
	Reports of Special Committees
Miscellaneous	Councillor Jackson noted that notices will be distributed very shortly to all residents advising that the food bank food drop for collection by the Public Works Department will occur during the week of December 16 – 20, 2002. She encouraged viewers to place non-perishables at the collection spots adjacent to their refuse containers for separate pickup during this week. She also expressed appreciation to Fred McGuinness of Solitaire Press for providing the notices free-of-charge.
	Councillor Kent reported on the Central Vancouver Island Regional Library Board. He said there have been some minor changes to the Board composition. At the recent Board meeting, they passed the 2003 Budget with a 1.77% increase, including a 1.25% wage increase.
	Mayor Coleman reported on the following items: · On November 16, in addition to participating in the Election Count, he attended the 50^th Anniversary Celebration for former Chief Dennis Alphonse and his spouse former Chief Philomena Alphonse and the Chamber of Commerce Black Tie Awards. · On November 21, he met with Khowhemun Elementary School students at City Hall and later participated in the meeting between CVRD Board Directors and Cowichan Tribes Council representatives.
	Unfinished Business
Totem Pole Placements – City Square	Movd. Councillor G. Maxwell Secd. Councillor S. Jackson THAT the recommendation regarding totem pole placements for the City Square and the appraisal letter dated November 14, 2002 from Judy Hill be referred to the Parks & Recreation Committee for recommendation. Carried.
Charles Hoey Memorial Park – Oak Trees	For consideration were the following items: Memo dated October 6, 2002 from Trevor Kushner, Public Works Superintendent Tree assessment dated November 1, 2002 from Libra Tree Service Ltd. Movd. Councillor P. Kent Secd. Councillor S. Jackson THAT Council include $3,500.00 in the 2003 Budget for maintenance of the four (4) Oak trees in Charles Hoey Park (Reference November 1, 2002 report from a Certified Arborist and a Certified Hazard Tree Assessor with Libra Tree Service Ltd.). Carried.
Proposed Filming In Duncan	For consideration was an e-mail dated November 21, 2002 from Guy Judge and Damon Postma. Movd. Councillor P. Kent Secd. Councillor G. Maxwell THAT Council regretfully advise Guy Judge and Damon Postma that unless they secure liability insurance with the policy providing for $2,000,000. per occurrence and the City of Duncan being named as an "Additional Insured Party", they will not be permitted to film a movie in the public areas of Duncan; AND THAT the applicants be further advised that it is virtually impossible to waive liability by having film participants sign waivers (i.e. "at their own risk"). Carried. Councillor Jackson dissenting.
	It was suggested that Messrs. Judge and Postma may wish to contact the Duncan Business Improvement Area Society for possible assistance for the insurance coverage.
City Square – Stage Canopy	Movd. Councillor S. Jackson Secd. Councillor G. Maxwell THAT Council accept the November 22, 2002 proposal of IN∙SITE Landscape Architecture Inc., regarding the proposed City Square Stage Canopy for $2,420.00 plus GST. Carried.
	New Business:
November 16, 2002 Election Results	Movd. Councillor S. Jackson Secd. Councillor K. Newcomb THAT the letter dated October 21, 2002 to Mayor-elect Michael G. Coleman declaring his acclamation as Mayor of the City of Duncan for a 3-year term ending December 5, 2005 and the Ballot Account declaring the following Councillors elected for a 3-year term ending December 5, 2005 be received, the contents noted and filed: Mike Caljouw Jenny Farkas Sharon Jackson Phil Kent Geoff Maxwell Ken Newcomb. Carried.
Councillor Martin Lukaitis	Councillor Lukaitis then addressed Council congratulating the other members of Council on their re-election and thanking the citizens of Duncan for allowing him to serve on Council for over 35 years. He said that he departs not with sadness having served half of his life on City Council, but rather only pride and a sense of accomplishment. He said that he appreciated very much the fact that past and present Councils have worked as a team for the betterment of the City. He expressed sincere appreciation to staff, the media representatives, his wife Ellen and his family for their enduring support over the years.
	Mayor Coleman expressed sincere appreciation for Councillor Lukaitis' dedicated service to the City for over 3 decades and for handling the election results with dignity and aplomb.
	Councillor Lukaitis then received a standing ovation from all those in attendance.
Special Meeting	Movd. Councillor S. Jackson Secd. Councillor K. Newcomb THAT the Council of the City of Duncan resolve into Special Meeting (Committee of the Whole) to discuss legal issues; AND THAT persons other than Council Members and the City Administrator be excluded from this meeting (Section 242.3 – Local Government Act). Carried.
	At 8:20 p.m., City Council resolved in to Special Meeting.
	At 8:35 p.m., the following Motion was Put: Movd. Councillor M. Lukaitis Secd. Councillor S. Jackson THAT the Special Meeting of City Council rise; AND THAT this meeting do now adjourn. Carried.
	Michael Coleman Mayor Paul Douville City Administrator