The Regular Meeting of City Council was held in the Council Chamber, City Hall, 200 Craig Street, Duncan, BC at 8:00 p.m., August 11, 2003. Present: Mayor Michael Coleman; Councillors Jenny Farkas, Sharon Jackson, Phil Kent, Geoff Maxwell and Ken Newcomb. Absent With Prior Notice: Councillor Mike Caljouw. 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 G. Maxwell Secd. Councillor K. Newcomb THAT the minutes of the July 14, 2003 Regular Council meeting be adopted. Carried.
	Delegations:
RCMP Quarterly Report	RCMP Inspector Linton Robinson addressed Council and referred to their Quarterly Report ending June 30, 2003. The overall statistics compared to the same period of time in 2002 show an increase in property crime.
		2002	2003
	Total Crimes Against Persons	76	91
	Property Crime	295	321
	Criminal/Other	316	315
	Inspector Robinson noted that the RCMP Street Crew recently arrested an individual who admitted being responsible for 24 Break & Enters in Duncan. This related to Break and Enters downtown where glass was removed.
	He also noted that the Quarterly Report now includes statistics for young offenders. These statistics show that young offenders in the City of Duncan do not account for a very large portion of the total crime.
	Inspector Robinson said that there has been a substantial increase in our overall crime rate per 1,000 population, which now has increased from 166 to 181.
	The "Integrated Policing Study", has been divided into three phases: Phase I: Initial Consultation Phase II: Business Case Work-up and Development Phase III: Stake-Holder Review September and October 2003 will be consultation with communities. The submissions from the Working Committees are expected to be completed by April 2004 but there will be no change in policing until the end of 2004. The integration process should get rid of duplication in reporting and will impact administrative duties rather than operational duties. It will not result in detachments being closed.
	He noted that the Detachment's "Shining Star" is Community Policing with Carol Rolls which commenced June 16, 2003. The Downtown Duncan RCMP Community Policing office is located at 149 Canada Avenue. The building is currently being renovated and the anticipated opening date is August 15. The Downtown office will be a focal point for community policing in Duncan and support the operations of bike and foot patrols, Citizens on Patrol and be an information and resource center. A volunteer recruitment package/brochure has been developed and the project participants have been distributing the information throughout the Cowichan Valley by door-to-door, meetings, community events and personal contacts. Volunteer recruitment will continue over the next month and training will commence in mid/late September. The goal is to have 100 volunteers operational by the end of May 2004.
	Inspector Robinson advised that since April 2003, the Duncan/North Cowichan Detachment is short 9 members due to injuries and illness. This is an equivalent to one watch short. He also noted that crime has increased in our area due to the need of persons to support their addiction problems through Break and Enters.
	Inspector Robinson was thanked for his presentation and he left the meeting.
Nanaimo, Duncan & District Labour Council, CLC - Ethical Purchasing Policies	Melissa Lacroix, representing the Nanaimo, Duncan & District Labour Council, CLC, addressed Council advising of their NO SWEAT campaign to have various Municipalities and Regional Districts adopt an Ethical Purchasing Policy. She stated that apparel is often manufactured in abusive workplace conditions hidden behind closed doors and there is a need to support respectful, fair conditions, which operate in accordance with International Labour Organization, and the United Nations human rights conventions. To achieve this goal successfully, the Nanaimo, Duncan & District Labour Council is building awareness and encouraging meaningful support and action in local communities. Ms. Lacroix advised that an Ethical Purchasing Policy is a policy with guidelines which: 1. use no forced labour of vulnerable workers 2. provide wages that meet basic needs 3. maintain safe, healthy working conditions 4. provide full disclosure of factory conditions 5. do not discriminate 6. allow freedom of association and respect the right to collective bargaining. She stated that an Ethical Purchasing Policy supports suppliers who practice ethical codes of conduct. This means supporting suppliers committed to continuous improvements towards compliance with labour and environmental standards specified both in their own companies and those of their suppliers. A goal of the Campaign is to make people aware that many children and adults in the world are forced to work in Sweatshops. Sweatshop conditions include: mental, physical and verbal abuse and denial of educational and social development rights to workers.
	In closing, Ms. Lacroix encouraged Council to amend the current City of Duncan Purchasing Policy to ensure that, when the City of Duncan procures apparel and textile goods and services or licenses its trademarks, the City does not contract with sweatshops.
	Movd. Councillor J. Farkas Secd. Councillor S. Jackson THAT the July 4, 2003 letter and "Full Public Disclosure and Commitment to No Sweat Policy" from the Nanaimo, Duncan & District Labour Council, C.L.C. be referred to the Finance Committee for recommendation. Carried.
	Ms. Lacroix was thanked for her presentation and she left the meeting.
	Communications
Fringe Festival 2003 – Venue #2	Movd. Councillor P. Kent Secd. Councillor K. Newcomb THAT Council authorize the Cowichan Fringe Festival Society to use the Kenneth Street Parking Lot #2 (next to the Elks) for Venue #2 for the 2003 Fringe Festival from September 14 (Sunday) to September 21 (Sunday), 2003 inclusive, subject to: The Society securing public liability insurance for a minimum of $2,000,000 per occurrence and naming the City of Duncan as an “additional insured” party on this policy; The Society holding harmless the City of Duncan from any and all possible liability claims in writing; Payment of $300.00 damage deposit, which will be returned if the parking lot area is left in an undamaged and clean condition; AND THAT the Commissionaires provide copies of this resolution and the attached July 19, 2003 letter from the Society to all of the businesses abutting this parking lot to advise them of this temporary arrangement; AND THAT the vehicle owners who park on their private property at the south-end of the parking lot be provided with on-street parking passes for this week. Carried.
Fetal Alcohol Syndrome Awareness Day	Movd. Councillor G. Maxwell Secd. Councillor K. Newcomb THAT the Council of the City of Duncan proclaim September 9, 2003 as “Fetal Alcohol Syndrome Awareness Day” in the City of Duncan as requested in the July 21, 2003 letter from the Cowichan Valley FAS Society. Carried.
BC Rivers Day	Movd. Councillor S. Jackson Secd. Councillor P. Kent THAT the Council of the City of Duncan proclaim September 28, 2003 as “BC RIVERS DAY” in the City of Duncan as requested in the letter received July 21, 2003 from the Outdoor Recreation Council of British Columbia. Carried.
	Councillor Farkas requested that the July 21, 2003 letter from the Outdoor Recreation council of BC regarding BC Rivers Day (September 28, 2003) be placed on the next Parks & Recreation Committee Agenda.
Closure of Land Title Office – Victoria, BC	Movd. Councillor P. Kent Secd. Councillor G. Maxwell THAT the Council of the City of Duncan correspond with the Honourable Stan Hagen, Minister of Sustainable Resource Management, strongly objecting to the proposed closure of the Victoria Land Title Office noting that this office is of vital importance to local governments on Vancouver Island. Carried.
2004 BC Summer Games	Movd. Councillor S. Jackson Secd. Councillor G. Maxwell THAT the July 22, 2003 letter from BC Games, advising of the 2004 BC Summer Games being hosted in Abbotsford July 15 – 18, be received and distributed as appropriate. Carried.
CH.I.L.D.	Movd. Councillor G. Maxwell Secd. Councillor K. Newcomb THAT September 18, 2003 be proclaimed as "SUBWAY Day for CHILD" in the City of Duncan as requested in the July 22, 2003 letter from the CH.I.L.D. Foundation (Children with Intestinal and Liver Disorders). Carried.
Challenger Map	Movd. Councillor J. Farkas Secd. Councillor K. Newcomb THAT a letter of support for the restoration of the "Challenger Map" be sent to the Challenger Map Advisory Group as requested in their July 2003 letter. Carried.
MFA Surplus Repayment Issues 33 & 22	Movd. Councillor G. Maxwell Secd. Councillor P. Kent THAT the letters dated July 30, 2003 from the Municipal Finance Authority of BC, wherein they advise of our receipt of $888.59 and $275.51 representing our share of the continuing surplus payouts on MFABC Issues 33 and 22, be received, the contents noted and filed. Carried.
Christmas Seals Month – December 2003	Movd. Councillor S. Jackson Secd. Councillor P. Kent THAT the Council of the City of Duncan proclaim December 2003 as "Christmas Seals Month" in the City of Duncan as requested by the British Columbia Lung Association in the letter of July 29, 2003. Carried.
2010 Vision for British Columbians with Disabilities	Movd. Councillor P. Kent Secd. Councillor K. Newcomb THAT the City of Duncan correspond with the City of Vancouver requesting clarification of their July 30, 2003 resolution regarding the 2010 Olympic and Paralympic Games and the development of a 2010 Vision for British Columbians with disabilities. Carried.
Cowichan Women Against Violence Society – Funding Request	Movd. Councillor G. Maxwell Secd. Councillor P. Kent THAT the letter dated August 7, 2003 from the Cowichan Women Against Violence Society, wherein they request financial assistance, be referred to the Finance Committee for their recommendation. Carried.
	Reports of Standing Committees
	Finance Committee
Warrant No. 7-03	Movd. Councillor P. Kent Secd. Councillor K. Newcomb THAT Warrant No. 7-03 covering General Account cheque numbers 106725 – 106879 in the total amount of 1,366,108.23 - Payroll Account – Payroll #13 covering cheque numbers 2780 – 2788 and Direct Deposits in the amount of 34,340.52 - Payroll #14 covering cheque numbers 2789 – 2797 and Direct Deposits in the amount of 34,137.74 - Payroll #15 covering cheque numbers 2798 – 2820 and Direct Deposits in the amount of 40,820.76 GRAND TOTAL . . . . . . $1,475,407.25 be ratified. Carried.
	Public Works Committee
Court House Holdings	For consideration were the notes of the July 28, 2003 meeting. Movd. Councillor G. Maxwell Secd. Councillor P. Kent WHEREAS Court House Holdings Ltd. leases the parking area south of the Valley Seniors Organization (VSO) parking lot from the City; AND WHEREAS it is their right to close one of the accesses to their parking lot; THEREFORE BE IT RESOLVED THAT Council advise Court House Holdings Ltd. they can close the access between their parking lot and the VSO parking lot at their cost if they wish to do so, subject to clarification of the position of adjacent property owners. Carried.
	Planning Committee
	The City is in the process of developing Downtown Revitalization Strategy Guidelines with Urban Systems. A Design Charette is scheduled for mid-September. Councillor Kent invited members of the public interested in participating to contact him directly.
	General Purposes Committee
	For consideration were the notes of the July 28, 2003 meeting.
Craig Street Brewing Company	Movd. Councillor S. Jackson Secd. Councillor K. Newcomb THAT in response to the July 10, 2003 letter from the Craig Street Brewing Company, the Council of the City of Duncan agree "In Principle" with the concept of a brewery and upscale pub at 25-35 Craig Street subject to submission of all necessary documentation and plans to the City for approval and compliance with bylaws, regulations and codes. Carried.
2003 Sanitary & Storm Upgrades - Tenders	Movd. Councillor G. Maxwell Secd. Councillor P. Kent THAT the Council of the City of Duncan authorize the awarding of the tender for the 2003 Sanitary and Storm Upgrades outlined in the July 24, 2003 letter from Stantec Consulting Ltd. to Chew Construction Ltd. for $156,660.25. Carried.
	For consideration were the notes of the August 5, 2003 General Purposes Committee meeting.
Duncan Street – Trunk to Coronation – Possible One-Way North	Movd. Councillor K. Newcomb Secd. Councillor G. Maxwell THAT Council proceed with Option T2 from the Downtown Core Parking and Traffic Circulation Study in conjunction with the upgrades to Government Street being done for the Wal-Mart development, and to include signalization of Queens/Duncan Streets.
	Movd. Councillor P. Kent Secd. Councillor S. Jackson THAT the Motion to proceed with Option T2 from the Downtown Core Parking and Traffic Circulation Study Moved by Councillor Newcomb and Seconded by Councillor Maxwell be TABLED until the September 8, 2003 Regular Council meeting. Carried.
	Reports of Special Committees
Miscellaneous	Councillor Kent provided the following update on the E & N Railway corridor: · He attended a meeting regarding a possible formation of a Foundation. · He attended a meeting with the Cowichan Tribes to determine how to move this proposal along. · He will present the Consultant's Report to the Capital Regional District on Wednesday, August 13, 2003.
	Councillor Jackson reported that the Cowichan Tribes Pow Wow will be held at the Cowichan Exhibition Grounds on August 15, 16, 17 & 18, 2003. A Maori delegation from our Sister City, Kaikohe, New Zealand, will be visiting the Cowichan Valley and also attending the Pow Wow.
	Mayor Coleman reported on the following: · He extended congratulations to the Duncan-Cowichan Summer Festival Society for a very successful and well-run event this year and also for the prompt clean-up afterwards. · On July 18, he attended the opening of the new Cowichan Valley Regional District office building at 175 Ingram Street. · He attended the Ministers' Advisory Group on Softwood Lumber initiatives meeting in Vancouver on July 31. Hopefully, some funding will be forthcoming to the Cowichan Valley from this federal initiative. · On August 2, he attended the Ladysmith Parade and expressed his appreciation to Ken Evans Ford Ltd. for loaning him a Mustang convertible for this event.
	Unfinished Business
Africa Local Governance Program Study Tour to Duncan, BC	Movd. Councillor G. Maxwell Secd. Councillor K. Newcomb THAT the letter dated June 18, 2003 from the Federation of Canadian Municipalities, wherein they express appreciation to the City for hospitality demonstrated to the recent African delegation to Duncan, be received, the contents noted and filed. Carried.
Rail Services on Vancouver Island	For consideration were the following items of correspondence:
	Movd. Councillor P. Kent Secd. Councillor S. Jackson THAT the following correspondence regarding Rail Services on Vancouver Island, be received, the contents noted and filed: · Letter dated July 5, 2003 from the Federal Minister of Transport. · Letter dated June 6, 2003 from Mayor Coleman to the Federal Minister of Transportation. Carried.
BC Forest Policy Reform	Movd. Councillor G. Maxwell Secd. Councillor K. Newcomb THAT the following correspondence regarding the BC Forest Policy Reform, be received, the contents noted and filed: Letter dated July 10, 2003 from the Provincial Ministry of Forests. Letter dated April 17, 2003 from the City Administrator to the Provincial Minister of Forests. Carried.
Notice on Title for 230 – 232 Second Street	For consideration was a memo dated July 14, 2003 from the Building Inspector/LAFC. Movd. Councillor P. Kent Secd. Councillor S. Jackson THAT a Non-Compliance Notice be filed on Title for 230 – 232 Second Street. Carried.
Notice on Title for 247 – 249 Second Street	For consideration was a memo dated July 14, 2003 from the Building Inspector/LAFC. Movd. Councillor P. Kent Secd. Councillor S. Jackson THAT a Non-Compliance Notice be filed on Title for 247 – 249 Second Street. Carried.
Cowichan Brand Street Banners	Movd. Councillor S. Jackson Secd. Councillor K. Newcomb THAT the July 29, 2003 letter from Geoff Millar, Economic Development Manager – Cowichan Region Economic Development Commission, regarding Cowichan Street Banners, be referred to the Planning & Priorities Committee for recommendation. Carried.
BC Hydro Meeting – August 15, 2003	Mayor Coleman asked Council for a representative to attend a BC Hydro meeting in Nanaimo at noon on August 15, 2003.
	New Business:
North Cowichan/ Duncan Water Connection and Purchase Agreement	For consideration was a memo dated July 31, 2003 from Mark Ruttan, Municipal Clerk – The District of North Cowichan. Movd. Councillor G. Maxwell Secd. Councillor P. Kent THAT City Council set September 30, 2003 as the deadline for the receipt of counter petitions against the North Cowichan/Duncan water connection and purchase agreement. Carried.
School District #79 (Adult Learning Centre) – Parking at McAdam Park	For consideration were the following letters: Letter dated July 21, 2003 from School District #79. Letter dated July 21, 2003 from Cowichan Pre-School (Rotary Park) to School District #79.
	Movd. Councillor G. Maxwell Secd. Councillor K. Newcomb THAT Council approve of the following, subject to School District 79 agreeing to pay all costs associated with the proposal: · School District #79 to utilize twelve (12) parking stalls at the north-end of McAdam Park Parking Lot from 8:00 a.m. to 3:00 p.m. weekdays during the school year for student parking related to the Adult Learning Centre in the Charles Hoey VC School at 756 Castle Place. · School District #79 being responsible for establishing identification for each vehicle. · The City designating the 12 parking stalls for this purpose. Carried.
Special Council 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 property and personnel 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 9:20 p.m., City Council resolved into Special Meeting.
	At 10:30 p.m., the Special Meeting reported to City Council.
Cessation of Commercial Garbage Pick Up	Movd. Councillor G. Maxwell Secd. Councillor S. Jackson THAT the Draft Position Paper (Draft 1) regarding the cessation of commercial garbage service in the City of Duncan, as amended at this meeting, be approved subject to circulation of a final draft to City Council; AND THAT an Open House be scheduled for the first Committee meeting in September; AND THAT a notice be mailed with September's garbage bills, advertisements be placed in the local newspapers, and a notice given to the Duncan Business Improvement Area Society and the Duncan-Cowichan Chamber of Commerce. Carried.
Adjournment	Movd. Councillor S. Jackson Secd. Councillor P. Kent THAT this meeting of City Council do now adjourn. Carried. At 10:32 p.m., the meeting adjourned.
	Michael Coleman Mayor Mark Frame Deputy Clerk