The Regular Meeting of City Council was held in the Council Chamber, City Hall, 200 Craig Street, Duncan, BC at 7:30 p.m., February 10, 2003. Present: Mayor Michael Coleman; Councillors Mike Caljouw, Jenny Farkas, Sharon Jackson, Phil Kent, 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. Caljouw Secd. Councillor S. Jackson THAT the minutes of the Regular Meeting of City Council held on January 27, 2003 be adopted. Carried.
	Communications:
Spring Festival – Duncan-Cowichan Festival Society	Movd. Councillor S. Jackson Secd. Councillor K. Newcomb THAT as requested in the January 22, 2003 letter from the Duncan Cowichan Festival Society, Council authorize the Society to host a "Spring Festival" in the City Square on Saturday, May 3, 2003 noting that arrangements are being made in consultation with the Duncan Business Improvement Area Society (DBIAS); AND THAT the bollards be installed to prevent vehicular access to the City Square and Craig Street for this event; AND THAT any other group or individual, requesting use of the City Square on May 3, 2003, be directed to the Duncan Cowichan Festival Society for inclusion in this fun event; AND THAT the use of the City Square on May 3, 2003 be subject to the Duncan Cowichan Festival Society holding harmless the City of Duncan from any and all possible liability claims and naming the "Corporation of the City of Duncan" as an additional insured party in a $2,000,000 per occurrence liability insurance policy; AND THAT the Society provide a $300.00 deposit that will be returned to them if the City Square and surrounding area is left in a clean and undamaged condition (i.e. the Society must provide a clean-up crew). Movd. Councillor G. Maxwell Secd. Councillor P. Kent THAT the subject of the Spring Festival for May 3, 2003 be referred to the Parks & Recreation Committee with Power-to-Act. Carried.
Margaret Moss Health Centre	Movd. Councillor P. Kent Secd. Councillor K. Newcomb THAT the letter dated January 24, 2003 from the Margaret Moss Health Centre, regarding parking on Second Street and the suggested need for traffic signals at Canada and James, be referred to the Planning & Priorities Committee. Carried.
Simon Charlie Society - Totem Books	Movd. Councillor S. Jackson Secd. Councillor G. Maxwell THAT in response to the January 24, 2003 letter from the Simon Charlie Society, City Council provide 200 Totem Books free-of-charge for the Coast Salish Art & Carving Workshops with Simon Charlie and Jane Marston. Carried.
Freedom to Read Week	Movd. Councillor P. Kent Secd. Councillor M. Caljouw THAT the week of February 23 to March 1, 2003 be proclaimed as "Freedom to Read Week" in the City of Duncan as requested by the Vancouver Island Regional Library Board Executive Assistant in her January 25, 2003 recommendation. Carried.
Provincial Cosmetologists' Act	Movd. Councillor G. Maxwell Secd. Councillor S. Jackson THAT considering the related information from the Province of BC, the January 27, 2003 letter from the Cosmetologists' Association of BC be received, the contents noted and filed. Carried.
Crisis Line Awareness Week	Movd. Councillor P. Kent Secd. Councillor G. Maxwell THAT the week of March 24 – 29, 2003 be proclaimed as "Crisis Line Awareness Week" in the City of Duncan as requested by the Central Vancouver Island Crisis Society in their January 28, 2003 letter. Carried.
Cowichan Exhibition Banner	Movd. Councillor M. Caljouw Secd. Councillor P. Kent THAT the Council of the City of Duncan authorize the display of the Cowichan Exhibition Banner from the banner poles adjacent to the east-side of the Trans Canada Highway and south of the Cowichan River from August 14 - September 8, 2003 as requested in the January 28, 2003 letter from the Cowichan Exhibition Society. Carried.
Order of BC Nominations	Movd. Councillor P. Kent Secd. Councillor G. Maxwell THAT the letter dated January 31, 2003 from the Honours and Awards Secretariat, Province of BC, regarding 2003 Call for Nominations, be received, the contents noted and filed; AND THAT members of Council consider potential candidates from the community. Carried.
Historical Society - Grant Request	Movd. Councillor G. Maxwell Secd. Councillor S. Jackson THAT the January 31, 2003 grant request from the Cowichan Historical Society be referred to the 2003 Budget Review Committee. Carried.
Crime Stoppers Information Sign	Movd. Councillor P. Kent Secd. Councillor M. Caljouw THAT Council authorize the placement of a "Crime Stoppers" information sign on the east-side of the Trans Canada Highway south of the City of Duncan entrance sign at the cost of the Cowichan Valley Crime Stoppers as requested in their February 3, 2003 letter. Carried.
BC Health Promotion Coalition - Grant Request	Movd. Councillor G. Maxwell Secd. Councillor M. Caljouw THAT the February 5, 2003 grant request from the BC Health Promotion Coalition for travel expenses to send a delegate to a meeting of the International Network of Health Promotion Foundations in Budapest, Hungary be denied noting that Council cannot justify increasing the grants account at this time. Carried.
Scouts - Community Project	Movd. Councillor G. Maxwell Secd. Councillor P. Kent THAT the January 18, 2003 letter from the 3^rd Canadian BP (Scout) Guild, regarding a possible community project, be received, the contents noted and filed. Carried.
	The Administrator was asked to correspond with the Guild advising them that there are upcoming projects such as the drinking water fountain in the new City Square to which they may wish to contribute. He was also asked to suggest that they may wish to consider "in kind" projects.
Peace Walk – Margot Izard	Movd. Councillor S. Jackson Secd. Councillor J. Farkas THAT Margot Izard and an ad hoc group of Duncan citizens be authorized to gather in the City Square following completion of a Peace Walk on February 15, 2003 (Saturday). (Notes: 1) The Peace Walk participants should use the sidewalks on the outlined route and not impede vehicular or pedestrian traffic and route marshals must be provided. 2) Active power outlets are available in the City Square (e.g. stage); AND THAT the City Square parking lot and Lois Lane be closed to vehicular traffic for this event. Carried.
	Movd. Councillor P. Kent Secd. Councillor K. Newcomb THAT the issue of public liability regarding ad hoc group activities on public property be referred to the Finance Committee for recommendation along with a request for a Policy regarding closures to vehicular traffic for City Square events. Carried.
First Street Parking	Movd. Councillor M. Caljouw Secd. Councillor G. Maxwell THAT the petition dated January 28, 2003 from Don's Upholstery, First Street Chiropractic and Shades of Amber regarding parking on First Street, be referred to the Public Works Committee for recommendation. Carried.
Intercultural & Immigration Aid Society - Grant Request	Movd. Councillor P. Kent Secd. Councillor G. Maxwell THAT the February 3, 2003 grant request from the Cowichan Valley Intercultural & Immigration Aid Society for travel expenses to send two delegates to a leadership conference be denied noting that Council cannot justify increasing the grants account at this time. Carried. Mayor Coleman and Councillors Farkas and Jackson dissenting.
	Reports of Standing Committees
	Finance Committee
	For consideration were the notes of the January 20, 2003 meeting.
UBCM Group Insurance for Members of Council	Movd. Councillor P. Kent Secd. Councillor S. Jackson THAT $13,204.80 be budgeted for 2003 to implement the Pacific Blue Cross coverage (i.e. Extended Life & Dental) of the UBCM Group Insurance Plan for Members of City Council (also to be budgeted annually); AND THAT Life Insurance and Accidental Death and Dismemberment coverage be optional at the expense of individual Members of Council.
	Movd. Councillor M. Caljouw Secd. Councillor S. Jackson THAT the subject of instituting UBCM Group Insurance Benefits for members of Council be referred to an Outside Advisory Committee for recommendation. Carried. Councillors Maxwell & Newcomb dissenting.
	Public Works Committee
	For consideration were the notes of the February 3, 2003 meeting.
Paratransit Bus Stop	Movd. Councillor M. Caljouw Secd. Councillor G. Maxwell THAT as recommended by the Public Works Superintendent in his January 23, 2003 memorandum, the Paratransit bus stop on the north side of Ingram Street west of Canada Avenue be modified; AND THAT the Paratransit bus stop remain at this location. Carried.
Duncan Garage Sidewalk	Movd. Councillor M. Caljouw Secd. Councillor P. Kent THAT Council agree to the proposed invert elevation outlined by Brant Weninger in his January 10, 2003 letter and plan for the Duncan Garage restoration project "in principle"; BUT THAT Mr. Weninger be advised that the decision on the sidewalk area will have to await the completion of a Duncan Street Concept Plan. Carried.
Paving Study Proposals	Movd. Councillor M. Caljouw Secd. Councillor P. Kent THAT Council accept the January 29, 2003 proposal for a paving study in the amount of $9,300.00 plus GST from the Delcan Corporation. Carried.
	Planning & Priorities Committee
	For consideration were the notes of the February 4, 2003 meeting.
Planning Institute of BC Award	Movd. Councillor P. Kent Secd. Councillor M. Caljouw THAT Council agree to provide a maximum of $850.00 towards the Planning Institute of BC award application for the City Square, being prepared by In-Site Landscape Architecture Inc. Carried.
Strategic Planning Sessions	Movd. Councillor P. Kent Secd. Councillor S. Jackson THAT Council authorize pre-budget approval of $4,000.00 for the Organizational Planning Workshop scheduled for February 28 and March 1, 2003. Carried.
Downtown Core Parking & Traffic Circulation Study - 2002	Movd. Councillor P. Kent Secd. Councillor S. Jackson THAT the Council of the City of Duncan adopt the following option T2 from the "Downtown Core Parking & Circulation Study – 2002" "in principle"; AND THAT Council request input from the District of North Cowichan, all emergency services, the CVRD Transit Committee and other bodies deemed appropriate by City Council: Consider a Regional Transportation Network Study to consider the future adjacent traffic implication on Duncan's Road network. Create a pro-active strategy to deal with the expected traffic increases into the next 10 years, including signalization of intersections outlined in the "City of Duncan & Cowichan Tribes Joint Traffic Study" February 26, 2002. Focus on implementation of a 1-way couplet system between Duncan Street and Canada Avenue north of Trunk Road and south of Queens Road. This 1-way couplet system is expandable to the north and south as the downtown area grows and is considered an efficient method of increasing the efficient and safe movement of vehicles in the downtown core. Carried.
	Reports of Special Committees
Building Statistics – January 2003	Movd. Councillor S. Jackson Secd. Councillor G. Maxwell THAT the Building Statistics Report for January 2003, as prepared by the Building Inspector, be received, the contents noted and filed. Carried.
Miscellaneous	Deputy Mayor Caljouw reported on the Power Smart Challenge launched on February 10, 2002 between the City of Duncan and the District of North Cowichan. The Challenge is to encourage residential account holders to redeem their Power Smart light bulb vouchers during the current distribution program. The community that has the higher percentage of residential accounts that secure the light bulbs wins the Challenge. The Mayor of North Cowichan has said that if they lose the Challenge, he will cook a candlelight dinner for Deputy Mayor Caljouw.
	The BC Hydro Power Smart Youth Team is currently distributing light bulbs in many locations on Vancouver Island. The Administrator was asked to contact the Youth Team Coordinator to determine whether they could establish a distribution time in the Duncan Farmer's Market on a Saturday morning.
	Councillor Kent reported that he recently attended a meeting of the BC Forest Discovery Centre Board of Directors. He said they are in the throws of a strategic planning study to determine ways of increasing their patronage. Councillor Kent reported further that he recently attended a luncheon and information session at the Intercultural and Immigration Aid Society offices. He said that he was most impressed with the programs offered by the Society.
	Councillor Newcomb reported the Cowichan Community Centre Commission Regional Library Steering Committee met on January 31, 2003. He said that Councillor Maxwell represented City Council on this Committee and his contribution was well received. Councillor Maxwell will continue to serve on this Committee.
	Councillor Newcomb reported on the February 6, 2003 Friends of the Aquannis Centre meeting wherein they put forward their vision for refurbishing and expanding the Aquannis Centre.
	Councillor Farkas reported on activities being hosted by the Green Door Society during National Heritage Week ("Back to the Future"). On February 18 between 1:00 p.m. and 4:00 p.m., Valley Restoration Specialists will provide workshops at the Green Door property on Ingram Street. At 4:00 p.m., the Heritage Building Plaque will be unveiled during a short ceremony. Between 4:30 p.m. and 6:00 p.m., there will be a speaker's panel and between 6:00 p.m. and 9:00 p.m., local art will be on public display. Councillor Farkas reported further on the recent Public Hearing officiated by representatives of the Councils of the District of North Cowichan and the City of Duncan regarding the proposed new neighbourhood pub and liquor store at Beverly Corners (Country Grocer Shopping Centre). She said that this was a most positive experience and looks forward to future positive mutual collaborations between the two Councils.
X-treme Park Lighting	For consideration was a letter dated February 5, 2003 from the Secretary of the Pioneer Park Complex Committee. Movd. Councillor G. Maxwell Secd. Councillor P. Kent THAT $6,460.00 plus GST be added to the Pioneer Park Complex Committee Budget for 2003 to provide the following lighting for the X-treme Park: 1 – 40' post and 4 – 1000 watt fixtures. Carried.
	Unfinished Business
City Square Management Grant	Movd. Councillor P. Kent Secd. Councillor M. Caljouw THAT the letter dated January 30, 2003 from the Duncan Business Improvement Area Society, regarding the management of the City Square and a related grant, be referred to the Finance Committee for recommendation. Carried.
Liquor Regulations, Sales & Distribution	Movd. Councillor J. Farkas Secd. Councillor G. Maxwell THAT the letters dated December 11, 2002 and February 4, 2003 to and from the Minister of Competition, Sales and Enterprise, regarding liquor regulations, sales and distribution in British Columbia, be received, the contents noted and filed. Carried.
	Movd. Councillor S. Jackson Secd. Councillor J. Farkas THAT the subject of liquor regulations, sales & distribution in BC be referred to the Planning & Priorities Committee. Carried.
Aquannis Centre Financing	Movd. Councillor G. Maxwell Secd. Councillor K. Newcomb WHEREAS City Council adopted the following resolution on November 12, 2002: "THAT the Council of the City of Duncan seek an agreement with the District of North Cowichan to reflect the total assessment in the District of North Cowichan for cost sharing purposes on the Aquannis Centre for the 2003 Budget."; AND WHEREAS the Councils of the City of Duncan and the District of North Cowichan are seeking additional funding partners for the Aquannis Centre (i.e. CVRD Electoral Areas); AND WHEREAS the District of North Cowichan would demonstrate excellent goodwill to the sought-after Electoral Area Directors by agreeing to have their total assessment utilized for cost sharing purposes of the Aquannis Centre; THEREFORE BE IT RESOLVED THAT the Council of the City of Duncan formally request the Council of the District of North Cowichan to resolve to include their total assessment for cost sharing purposes of the Aquannis Centre no later than JANUARY 1, 2004. Carried.
McAdam Park Washrooms	For consideration was a memorandum dated January 22, 2003 from the Public Works Superintendent. Movd. Councillor P. Kent Secd. Councillor S. Jackson THAT Council authorize pre-budget approval of $15,000.00 for the direly needed plumbing and related upgrades for the McAdam Park change rooms and washrooms. Carried.
Simon Charlie Totem Pole (1966)	For consideration was a letter dated February 5, 2003 from the Cowichan Community Centre Commission. Movd. Councillor G. Maxwell Secd. Councillor S. Jackson THAT Council authorize the display of our Simon Charlie Totem Pole inside the new Vancouver Island Regional Library – Cowichan Branch. (Simon Charlie has enthusiastically approved this proposal.). Carried.
	Movd. Councillor G. Maxwell Secd. Councillor S. Jackson THAT the letter dated February 5, 2003 from Simon Charlie, wherein he authorizes the public display of his 1966 totem pole (Salish Winter Dancer Above Bear Eating a Salmon Above a Cub above frog) inside the new Cowichan Branch of the Vancouver Island Regional Library, be received, the contents noted and filed with much appreciation. Carried.
Driveway Access – 186 Kenneth Street (Coleman Clinic)	For consideration was the following correspondence: Letter dated January 28, 2003 from the Coleman Clinic. Letter dated October 16, 2002 from the City to the Coleman Clinic. Letter dated August 20, 2002 from the Coleman Clinic. Letter dated August 27, 2002 from the City to the Coleman Clinic. Letter dated July 16, 2002 to the Coleman Clinic. Memo dated July 10, 2002 from Councillor Sharon Jackson. Movd. Councillor S. Jackson Secd. Councillor P. Kent WHEREAS Council has requested the Coleman Clinic at 186 Kenneth Street to improve the safety aspects of their vehicular egress on the west side of their building; AND WHEREAS officials of the Coleman Clinic are arranging to install a better and more visible stop sign and a convex stainless steel reflector (vandal-proof) at the north-west corner of the building so that pedestrians can see vehicles and vice versa; THEREFORE BE IT RESOLVED THAT as requested by the officials of the Coleman Clinic (186 Kenneth Street), the sidewalk and related driveway area at the west side vehicular egress be cross-hatched in yellow paint to caution pedestrians. Carried. Councillor Newcomb dissenting.
City Square – Additional Litter Receptacles	For consideration was an e-mail dated February 6, 2003 from In-Site Landscape Architecture Inc. Movd. Councillor G. Maxell Secd. Councillor M. Caljouw WHEREAS the existing four(4) litter receptacles in and around the City Square are widely dispersed in good locations; AND WHEREAS litter receptacles should be sited in closer proximity to the City Square stage where most of the public activities will occur; THEREFORE BE IT RESOLVED THAT two(2) additional matching litter receptacles be sited in the City Square at proposed locations #1 and #3 outlined in the February 6, 2003 plan provided by In-Site Landscape Architecture Inc. at a cost of $1,497.20 plus taxes. Carried.
Special Council Meeting	Movd. Councillor G. Maxwell Secd. Councillor P. Kent THAT the Council of the City of Duncan resolve into Special Meeting (Committee of the Whole) to discuss personnel 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 9:20 p.m., City Council resolved in to Special Meeting.
	At 10:10 p.m., the following Motion was Put: Movd. Councillor P. Kent 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