The Regular Meeting of City Council was held in the Council Chamber, City Hall, 200 Craig Street, Duncan, BC at 7:30 p.m., September 9, 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 M. Lukaitis Secd. Councillor M. Caljouw THAT the minutes of the August 12, 2002 Regular Meeting of City Council be adopted. Carried.
	Delegations
Chief Scout's Award	Present for recognition by City Council and the community were the following three Scouts who recently received "The Chief Scout's Award", the top Scouting Award in Canada: Nicholas Schroepfer Graham Frueh Wayne Newman.
	Each Scout was given an opportunity to explain the effort and process needed to qualify for this award and Mayor Coleman presented each Scout with a Totem Book and a Coat of Arms lapel pin.
Women and Community Safety – Safer Futures Program	Representing the Cowichan Valley Safer Futures Program and the Cowichan Women Against Violence Society, Terri Dame and Jennifer Kyffin addressed Council. Ms. Dame referenced the booklet entitled "Women and Community Safety; A Resource Book on Planning for Safer Communities". She said that 750 English copies and 250 French copies have been produced and distributed across Canada, in the Philippines and in Nairobi, Kenya. She said the booklet is a resource manual for safety for local government and community organizations and provides guidelines for long-term change. She said the principles involve community participation for infrastructure upgrades. They intend to follow-up with surveys of local government through the UBCM and the Planning & Justice Institutes. They want educational institutions and local government officials to teach the principles outlined in the Resource Manual.
	Jennifer Kyffin outlined the implementation strategy entitled "Neighbourhood Links". To develop recommendations for the James Street area, approximately 1,200 people were interviewed. A Task Force is being developed to oversee the implementation of recommendations in local communities. Both speakers stressed that the Resource Manual strongly suggests an integrated approach to issues and resolutions.
	Mayor Coleman congratulated the representatives on the production of this leading resource document for planning safer communities. The delegates then left the meeting.
DNRC – Plan of Action (2002)	Present for the presentation of the final report entitled "Plan of Action – 2002 – Revitalizing Duncan's Downtown Neighbourhood, were the majority of the past and present members of the Duncan Neighbourhood Revitalization Committee.
	Representing the DNRC, Susan Hallatt addressed Council with the aid of a power point computer presentation. She noted that Jenny Farkas was instrumental in authoring the report and Dale Letourneau was a key person in organizing and compiling the report.
	Ms. Hallatt noted the following: The report is the result of much brainstorming. It involves 2.5 years of work with hundreds of volunteer hours. Community consultation was sought from a multitude of sources.
	Lindsay Anderson then took on the fictional character of "Ivanna Goe" and theatrically read a futuristic narrative of what Duncan could look like in 10 years time if the recommendations of the DNRC are followed. The full text of this narrative is Appendix B of the DNRC report.
	The following "important elements" of the planning process are as follows: Walkable, Integrated and connected, Mixed use zoning, Interesting architecture, Smart transportation.
	Three key principles of successful revitalization are: 1. Create a sense of place 2. Give incentives to re-develop 3. Knock down revitalization barriers.
	The fourteen options for action are: 1. Adopt the Downtown Neighbourhood Area 2. Revise zoning to allow for mixed use and higher density 3. Reclaim Duncan's Crossing – Downtown's New Central Plaza/Park 4. Develop Gateways to the Downtown Neighbourhood Area 5. Develop City Square – Downtown's Public Place 6. Develop a Comprehensive Transportation Strategy 7. Facilitate the Development of a Farmer's Market in the Downtown Neighbourhood Area 8. Develop Landscaping and Street Furniture Standards 9. Develop Public Greenspace 10. Enact Tree Bylaw to encourage the planting of new trees 11. Develop Architectural Guidelines 12. Update Heritage Building Guidelines 13. Revise Sign Bylaw 14. Establish a Supportive Policy Framework.
	The final action (Action Fourteen) recommends establishing a supportive policy framework and presents nine policy recommendations to assist in implementing the Plan of Action. These are: Develop a comprehensive revitalization strategy Contract with a planning consultant Update the Official Community Plan Update the mandate of the Advisory Planning Committee and develop guidelines for the APC Establish an Advisory Design Panel Develop an inventory of local planning and design experts and establish a local procurement policy Establish links with other planning departments and initiatives throughout the region Develop a demographic profile of Duncan, including the Downtown Neighbourhood Area Establish a Downtown Neighbourhood Committee
	Ms. Hallatt congratulated City Council on the advancement of the City Square project and the success of the Duncan Farmer's Market in the parking area north of the Train Station.
	The Mayor and Members of Council then thanked the DNRC members for all of their effort, their remarkable results and the multitude of volunteer hours contributed. Special thanks were given to Bob Milman for maintaining the coordination of the effort and to Jenny Farkas for documenting all of the input and recommendations.
	The DNRC representatives then left the meeting.
	Communications:
Proposed Downtown Community Garden Project	Movd. Councillor P. Kent Secd. Councillor K. Newcomb THAT the letter dated August 13, 2002 from the Cowichan Green Community Organization, regarding a proposed Downtown Community Garden project in Centennial Park, be referred to the Parks & Recreation Committee for recommendation. Carried.
UBCM - Emergency Resolution re: Rural Schools	Movd. Councillor K. Newcomb Secd. Councillor M. Caljouw THAT the August 14, 2002 memorandum from the Union of BC Municipalities, regarding an emergency resolution for the upcoming convention regarding rural schools, be received, the contents noted and filed. Carried.
City of Burnaby - Proposed Community Charter	Movd. Councillor P. Kent Secd. Councillor G. Maxwell THAT the letter dated August 13, 2002 from the City of Burnaby, regarding the proposed Community Charter, be referred to the Committee of the Whole. Carried.
Alvin's Alley	Movd. Councillor S. Jackson Secd. Councillor M. Caljouw THAT the letter dated September 4, 2002 from the Cowichan Valley Christian Fellowship regarding a proposed project for the alley between Woody's Deli and Carmanah Trading on Station Street (Alvin's Alley), be referred to the Planning & Priorities and Finance Committees. Carried.
Proclamation Request – World Teachers' Day	Movd. Councillor M. Lukaitis Secd. Councillor G. Maxwell THAT October 5, 2002 be proclaimed as "World Teachers' Day" in the City of Duncan as requested by the British Columbia Teachers' Federation in their August 30, 2002 letter; AND THAT Council convey appreciation to the teachers in our Schools for the role they play in assuring the well-being of society. Carried.
Cowichan Community Kitchens - Grant Request	Movd. Councillor P. Kent Secd. Councillor M. Caljouw THAT the grant request dated August 30, 2002 from Cowichan Community Kitchens be referred to the Finance Committee for recommendation. Carried.
September 11 Commemoration Event	For consideration was a letter dated September 8, 2002 from the Cowichan Valley Intercultural Immigrant Aid Society. Movd. Councillor P. Kent Secd. Councillor S. Jackson THAT Council authorize the Cowichan Valley Intercultural Immigrant Aid Society to stage a SEPTEMBER 11^th commemoration event at Charles Hoey Park from 5:00 p.m. to 6:30 p.m. on September 11, 2002; AND THAT Council express appreciation to the Society for organizing this event. Carried. Councillor Maxwell dissenting.
	Reports of Standing Committees
City Square Project	Councillors Caljouw and Maxwell reported that the City Square Project is proceeding well, on schedule and within budget.
Traffic Circulation Study	The Administrator was asked to check with Stantec Consulting Group as to the status of the Traffic Circulation Study.
	Public Safety Committee
	For consideration were the notes of the August 29, 2002 meeting.
Policing Costs in Small Communities	Movd. Councillor S. Jackson Secd. Councillor K. Newcomb WHEREAS the City of Duncan is under 5,000 in population and operates as a commercial center for a large geographic area; AND WHEREAS the City of Duncan has a limited tax base due to its small geographic size; NOW THEREFORE BE IT RESOLVED THAT the Council of the City of Duncan support a policing cost sharing formula on a regional level, including electoral areas; AND THAT this formula be based on an equitable per capita rate, with an established base amount and increases in allotments of 1,000 population up to 5,000 population. Carried.
New Pumper Truck	Councillor Caljouw reported that the Fire Chief has advised that training on the new pumper truck is going well and volunteer firefighters should be well prepared to operate the equipment within two weeks.
Dumpster Fires	Councillor Caljouw asked for the public's assistance in reporting suspicious characters hanging around garbage dumpsters, noting that we need to identify the perpetrators of the recent rash of many dumpster fires.
	Reports of Special Committees
Building Statistics – August 2002	Movd. Councillor S. Jackson Secd. Councillor M. Lukaitis THAT the Building Statistics Report for August 2002 as prepared by the Building Inspector, be received, the contents noted and filed. Carried.
Miscellaneous	Councillor Jackson reported on the following items: · On September 6, as Deputy Mayor, she participated in the Alcan 2010 promotional tour for the Vancouver/ Whistler Winter Olympic Games bid. Two Olympians were in Duncan as part of the tour and many photographs were taken. She encouraged members of the public to find out more about the "LegaciesNow" aspect of the Winter Olympics. She advised that letters of support are available for signature at the front counter in City Hall and encouraged everyone to sign and submit these letters to the Olympic Bids Committee. · Also as Deputy Mayor, she participated in the official opening of the 135^th Cowichan Exhibition on September 6. · She and Councillor Caljouw served as judges at the recent wine festival grape stomping competition; the Rickie Ricardo's team of Lake Cowichan won the competition with much bravado. · Councillor Jackson reported that the Town Crier is planning to organize a "Wine & Cry" competition for Town Criers for the 2003 Wine Festival. · Councillor Jackson reported that the Duncan Farmer's Market Society is attempting to raise $20,000.00 for the Tour de Rock Cancer research project. She said that all of the Councillors have agreed to have their heads shaved should the Market be successful in raising $20,000.00 by September 30, 2002. They currently have $1,500.00 raised.
	Councillor Kent reported that he recently attended the Duncan-Cowichan Chamber of Commerce Black Tie Awards Campaign kick-off. There are many deserving candidates again involved this year. Regarding the project to save the E & N Railway, he advised that negotiations are proceeding well and that a positive resolution is foreseen.
	Councillor Newcomb reported that he also participated in the Black Tie Awards kick-off and chaired a Race Relations Committee meeting which has been adjourned to late September. He also attended the Cowichan Theatre Open House on September 4. He said the physical and technical improvements are both beautiful and marvelous.
	Mayor Coleman reported on the following items: · He said the August 27^th Black Tie Award kick-off was an impressive event. · The Burma Star Association was again in Duncan on August 15, 2002 to honour Charles Hoey, VC. · With Councillor Jackson, he participated in the First Nations Pow Wow August 16 – 18. · Due to tonight's Council Meeting, Council could not have a representative at the meeting hosted by MLA Graham Bruce, which was to bring together all Mayors and First Nations Chiefs.
	Unfinished Business
Cowichan District Hospital Laundry Closure	Mayor Coleman noted that City Council has given general support against the closure of the Cowichan District Hospital laundry operation. Movd. Councillor P. Kent Secd. Councillor S. Jackson THAT the following items be received, the contents noted and filed: i. Letter dated August 22, 2002 from the Vancouver Island Health Authority. ii. Memorandum dated August 30, 2002 from the Vancouver Island Health Authority. Carried.
	Members of Council expressed disappointment in the quality of the information received from the Vancouver Island Health Authority.
	Movd. Councillor M. Lukaitis Secd. Councillor S. Jackson THAT the Council of the City of Duncan advise the Vancouver Island Health Authority that they are most disappointed with the proposed closure of the Cowichan District Hospital service and request reconsideration and the development of more positive action to achieve their financial goals. Carried.
	New Business
460 TCH - Log Building	Regarding the Development Permit Application for 460 Trans Canada Highway, the following items were considered:
	Memo dated August 28, 2002 from Dave Sanders, Building Inspector/LAFC. Development Permit Application dated August 27, 2002 from Boundary Mall Ltd. Movd. Councillor P. Kent Secd. Councillor G. Maxwell THAT a Development Permit be issued for 460 Trans Canada Highway (log building) as outlined in the August 28, 2002 memorandum from the Building Inspector. Carried.
	The applicant and new owner of the log building, John Morgan, advised Council that the current roof is leaking badly and must be repaired before winter. He said the new metal roof will have a pebbled finish and will be of high quality and an attractive nature.
Special Meeting	Movd. Councillor G. Maxwell 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 9:00 p.m., City Council resolved into Special Meeting.
	At 10:00 p.m., the following Motion was PUT:
	Movd. Councillor G. Maxwell Secd. Councillor M. Caljouw THAT the Special Meeting of City Council rise; AND THAT this Meeting of City Council do now adjourn Carried.
	Michael Coleman Mayor Paul Douville City Administrator