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 12, 2003. Present: Mayor Michael Coleman; Councillors Mike Caljouw, Phil Kent, Geoff Maxwell and Ken Newcomb. Absent With Prior Notice: Councillors Jenny Farkas and Sharon Jackson. 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 G. Maxwell THAT the minutes of the following meetings be adopted: a) Development Variance Permit Hearing held on April 28, 2003 b) Regular Meeting held on April 28, 2003 c) Special Meeting held on May 5, 2003. Carried.
	Delegations
RCMP Quarterly Report	RCMP Inspector Linton Robinson addressed Council and referred to their Quarterly Report ending March 31, 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	38	35
	Property Crime	119	178
	Criminal/Other	135	142
	Inspector Robinson said that they have a number of projects proceeding, which should reduce the property crime, in particular the Community Policing Initiative. However, overall our crime rate still remains at 166 per thousand population, which is the highest on Vancouver Island at the present time. In the report, it is noted that the portion of the population over 65 years of age is increasing at a rate approximately twice that of the population as a whole. By 2006, the 45 – 64 year old age group will represent the largest age group in the Cowichan Valley. Combined with a significant decrease in the population age between 20 and 44 years, a significant demographic shift is ongoing, necessitating a refocusing of policing strategies.
	Regarding the "Integrated Policing Study", the future annexation of both Shawnigan Lake and Lake Cowichan Detachments and perhaps the Ladysmith Detachment into the North Cowichan/Duncan Detachment seems imminent. A Committee formed to study the effects and best means of accomplishing such integration is already at work. Once the report is completed, the RCMP will be making a submission to all areas involved in this study for general information and input. Inspector Robinson foresees an implementation time of 2 – 3 years.
	For the Youth Project, Constable Calvin Beers, North Cowichan/Duncan Detachment School Liaison Officer, has compiled a business case project, which will be implemented early this summer to deal with the high rate of vandalism, which has been ongoing within the Detachment area. Areas which will be targeted are: · Schools and grounds which have acquired some $30,000.00 to $40,000.00 in damages thus far this year. · Parks such as Kin Park, Pioneer Park, Waterwheel Park and the Duncan Train Station. · Beach areas.
	Enforcement will involve zero tolerance for drug and alcohol use with follow-up action through legal and diversionary systems.
	For the Community Policing Program, Inspector Robinson expressed appreciation to Council for the 2003 grant of $2,000.00, an increase of $1,000.00 over the previous years. They have been actively pursuing acquiring a full-time (paid) position for a volunteer coordinator to oversee and develop various community policing programs. This position is still being pursued at this time. In the meantime, Auxiliary Constable Carol Ann Rolls has been successful in acquiring $100,000.00 via the Federal Government Work Initiative Program for a project on which she has been working which is similar in nature to the tasks of a volunteer coordinator. The funding will provide for a project to last 46 weeks. The proposal/project has three phases: · Support to the community policing section to development, promote and deliver programs aimed at addressing and/or preventing crime in the community and retooling the Police/Community Advisory Committee. · Implementation of Community Policing Initiatives with a strategic approach to problem solving through joint ventures, fundraising, public consultation and involvement of citizens in various programs.
	On a question, Inspector Robinson said that programs such as Neighbourhood Watch, Block Watch and Cops On Patrol will be reactivated.
	On a final note, the Inspector advised that S/Sgt. Howard Goodridge has received a promotion and will be leaving the detachment soon. His position will be filled through a nation-wide competition. Inspector Robinson was thanked for his presentation and he left the meeting.
	Communications
2003 Rick Hansen Wheels in Motion Event	Movd. Councillor P. Kent Secd. Councillor K. Newcomb THAT the April 24, 2003 letter from the Rick Hansen Man In Motion Foundation, regarding the Wheels in Motion Event scheduled for June 14, 2003, be received, the contents noted and filed; AND THAT Council members and the City staff be encouraged to participate in these events. Carried.
	The Administrator will secure a program from the Cowichan Valley Independent Living Resource Centre, the coordinators of the June 14^th events locally, and have it displayed on the staff notice boards.
Elks - Summer Festival Beer Garden	Movd. Councillor G. Maxwell 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 18 & 19, 2003 (Friday & Saturday) during the 2003 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 18; 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.
Fuel Spill at Berk's Intertruck – Accolades to Duncan Volunteer Fire Department	Movd. Councillor P. Kent Secd. Councillor K. Newcomb THAT the letter dated April 28, 2003 from Inspector Linton Robinson, wherein he expresses accolades to Fire Chief Glenn Mackie and the Volunteer Fire Department for their professionalism in dealing with the fuel spill at Berk's Intertruck on April 7, 2003, be received, the contents noted and filed; AND THAT a copy of the Inspector's letter be forwarded to the Duncan Volunteer Fire Department. Carried.
Terasen - New Company Name for Centra Gas and BCG Services	Movd. Councillor G. Maxwell Secd. Councillor M. Caljouw THAT the letter dated April 28, 2003 from Terasen Inc, wherein they advise of the new company name to replace Centra Gas and BCG Services, be received, the contents noted and filed. Carried.
Sister Cities New Zealand Convention – April 7 – 9, 2005	Movd. Councillor P. Kent Secd. Councillor K. Newcomb THAT the letter dated April 29, 2003 from Mayor Yvonne Sharp, Far North District Council, Kaikohe, New Zealand, wherein she advises of the Sister Cities New Zealand Convention in 2005, be received, the contents noted and filed; AND THAT Council seek more information regarding the events planned. Carried.
Hire A Student Proclamation & Banner	Movd. Councillor M. Caljouw Secd. Councillor G. Maxwell THAT the Council of the City of Duncan proclaim June 2 – 6, 2003 as “HIRE A STUDENT WEEK” in the City of Duncan as requested in the May 2, 2003 letter from the Human Resource Centre for Students; AND THAT the Summer Employment Officers be authorized to display their "Hire a Student" banner from the banner poles adjacent to the east-side of the Trans Canada Highway and south of the Cowichan River from June 9 - 20, 2003. Carried.
Major Hoey VC Memorial Ceremony August 14, 2003	Movd. Councillor P. Kent Secd. Councillor K. Newcomb THAT the Council of the City of Duncan express delight with the proposed visit of members, spouses and guests of the Burma Star Association on August 14, 2003 (Thursday) and the proposed service to honour Major Charles Hoey VC; AND THAT the matter be referred to the City Administrator to organize the details and logistics; AND THAT the 1 or 2 buses and private vehicles be permitted to park on the west-side of Duncan Street. Carried.
Safer Futures – Community Event at Kinsmen Park	Movd. Councillor K. Newcomb Secd. Councillor M. Caljouw THAT the letter dated May 8, 2003 from the Cowichan Valley Safer Futures Program, regarding the community event at Kinsmen Park on May 15, 2003, be received, the contents noted and filed. Carried.
	Reports of Standing Committees
	Finance Committee
Warrant No. 4-03	Movd. Councillor P. Kent Secd. Councillor G. Maxwell THAT Warrant No. 4-03 covering General Account cheque numbers 106282 – 106408 in the total amount of $193,379.89 Payroll Account - Payroll #7 covering cheque numbers 2708 - 2713 and Direct Deposits in the amount of 28,544.33 - Payroll #8 covering cheque numbers 2714 – 2733 and Direct Deposits in the amount of 34,603.19 GRAND TOTAL . . . . . . $256,527.41 be ratified. Carried.
	Councillor Kent advised the TV viewing public that the 2003 Budget document is available for viewing a City Hall and that copies are also available.
	Parks & Recreation Committee
	For consideration were the notes of the May 5, 2003 meeting.
Farmers' Market - Leases	Movd. Councillor G. Maxwell Secd. Councillor P. Kent THAT the Council of the City of Duncan ratify the proposed three (3) leases of the City Square and the parking lot north of the Train Station (i.e. Saturday and Wednesday evening markets) between the City of Duncan, the Downtown Duncan Farmers' Market Society and the Duncan Business Improvement Area Society. Carried.
	Planning & Priorities Committee
Proposals for Downtown & Gateways Revitalization Implementation Strategy	Councillor Kent asked members of Council to review the proposals from Urban Systems and In-Site Landscape Architecture Inc. regarding the Downtown and Gateways Revitalization Implementation Strategy for the discussion at the June 2, 2003 committee meeting.
	General Purposes Committee
	For consideration were the notes of the May 5, 2003 meeting.
Downtown Security	Movd. Councillor M. Caljouw Secd. Councillor G. Maxwell THAT the Council of the City of Duncan agree to co-host with the DBIAS a public forum on downtown security; AND THAT Council request a report from the RCMP as soon as possible regarding the Community Policing Initiative for downtown Duncan. Carried.
	Reports of Special Committees
Building Statistics Report – April, 2003	Movd. Councillor G. Maxwell Secd. Councillor M. Caljouw THAT the Building Statistics Report for April 2003, as prepared by the Building Inspector, be received, the contents noted and filed. Carried.
Miscellaneous	Councillor Kent reported on the following items: · Representing City Council, he participated in the opening of the Maple Bay Yacht Club season. He said he was hosted on a classic yacht for viewing of the sail past. · Again representing City Council, he participated in the National Forestry Week events at the Duncan Mall on May 10, 2003. Many interesting events were staged with the involvement of the Duncan Volunteer Fire Department and the BC Forest Discovery Centre.
	Councillor Caljouw reported that as Deputy Mayor, he participated in the Cancer Society event at the Moose Lodge noting that the Society was successful in raising $100,000.00 in a 4-week campaign.
	Mayor Coleman reported on the following items: · On April 30, he participated in the Volunteer Spirit Awards. · On May 3, he participated in the awards for Chief Scouts for Southern Vancouver Island, noting that 8 of the 20 awards were given to Cowichan Valley Scouts. He said the caliber of these young men was outstanding. · On May 3, he officiated at the official opening of the Lawn Bowling season. · On May 8, he participated in the Treaty Negotiations update at the CVRD. Updates were provided by Federal and Provincial Negotiators. · On May 10, he and the Administrator attended a meeting of the Mayors' Committee. A wide range of topics was discussed including governance and restructure. · Also on May 10, he participated in the 50^th Anniversary Celebrations of the Garden Club at St. Peter's Church.
	Unfinished Business
General Agreement on Trade in Services (GATS)	Movd. Councillor P. Kent Secd. Councillor K. Newcomb THAT the letter dated April 23, 2003 from the Office of the Prime Minister, in reply to our letter dated March 26, 2003, regarding the General Agreement on Trade in Services, be received, the contents noted and filed. Carried.
BC Seniors' Games – 2005/06	Movd. Councillor G. Maxwell Secd. Councillor M. Caljouw THAT the letter dated April 29, 2003 from the CVRD Board of Directors regarding a new bid for the 2005/06 BC Seniors' Games, be received, the contents noted and filed. Carried. It was noted that in addition to the City of Duncan, the District of North Cowichan and the CVRD, Ladysmith and Lake Cowichan were being invited to participate in this bid process.
Solicitor General - Policing Costs	Movd. Councillor K. Newcomb Secd. Councillor G. Maxwell THAT the letter dated May 2, 2003 from the BC Solicitor General, regarding policing costs being implemented in 2004, be referred to the Public Safety & Emergency Services Committee. Carried.
Agency Agreement for Management of the City Square	Movd. Councillor G. Maxwell Secd. Councillor M. Caljouw THAT the Council of the City of Duncan authorize the Mayor and Administrator to sign the "Agency Agreement for Management of the Duncan City Square" between the City and the Duncan Business Improvement Area Society. Carried.
	Bylaws
Tax Rates Bylaw No. 1954, 2003	Movd. Councillor M. Caljouw Secd. Councillor P. Kent THAT "Tax Rates Bylaw No. 1954, 2003" be reconsidered, finally passed and adopted. Carried.
Streets Bylaw, 1976, No. 1127, Amendment Bylaw, 2003, No. 1952 (Play Vehicle)	Movd. Councillor P. Kent Secd. Councillor G. Maxwell THAT "Streets Bylaw, 1976, No. 1127, Amendment Bylaw, 2003, No. 1952 (Play Vehicle)" be reconsidered, finally passed and adopted. Carried.
Tax Installment Bylaw, 2003, No. 1953	Movd. Councillor M. Caljouw Secd. Councillor G. Maxwell THAT Council give leave to Councillor P. Kent to introduce "Tax Installment Bylaw, 2003, No. 1953". Carried.
	Movd. Councillor P. Kent Secd. Councillor M. Caljouw THAT "Tax Installment Bylaw, 2003, No. 1953" be read for the first time. Carried.
	Movd. Councillor G. Maxwell Secd. Councillor K. Newcomb THAT "Tax Installment Bylaw, 2003, No. 1953" be read for the second time. Carried.
	Movd. Councillor M. Caljouw Secd. Councillor K. Newcomb THAT "Tax Installment Bylaw, 2003, No. 1953" be read for the third time. Carried.
	New Business
West Nile Virus	Mayor Coleman advised that City Council and staff are participating in the process regarding general preparation and education regarding the West Nile virus. He said the public will be kept informed regarding this virus which is projected to be in BC by the fall of 2003.
Duncan Farmers' Market	Councillor Maxwell reported that the Duncan Farmers' Market in the lot north of the Train Station and in the City Square has proven to be most successful. On May 10, the Cowichan Secondary High School Band entertained and there was a tremendous public turnout.
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 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 8:30 p.m., City Council resolved in to Special Meeting.
	At 9:15 p.m., the following Motion was Put: Movd. Councillor S. Jackson Secd. Councillor P. Kent THAT the Special Meeting of City Council rise and report to City Council. Carried.
Chamber of Commerce Representative	Movd. Councillor G. Maxwell Secd. Councillor S. Jackson THAT Councillor Ken Newcomb be the City's representative to the Duncan-Cowichan Chamber of Commerce Board of Directors for the balance of 2003. Carried.
Bids for Banner and Other Pole Painting	It was the consensus of the Council members that the Public Works Superintendent be asked to provide a brief explanation of the purchasing policy for projects under $10,000.00. It was suggested that perhaps small classified ads could be placed for such projects.
Adjournment	Movd. Councillor S. Jackson Secd. Councillor P. Kent THAT this meeting of City Council do now adjourn. Carried. At 9:25 p.m., the meeting adjourned.
	Michael Coleman Mayor Paul Douville City Administrator