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 26, 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 G. Maxwell Secd. Councillor P. Kent THAT the minutes of the May 12, 2003 Regular Council meeting be adopted. Carried.
"Lukaitis Lane"	Movd. Councillor M. Caljouw Secd. Councillor S. Jackson THAT Third B Street be renamed "Lukaitis Lane". Carried.
	Present to be advised of the renaming of Third B Street to "Lukaitis Lane" was former Councillor Martin Lukaitis. City Council decided to honour and recognize Mr. Lukaitis' 35 years of dedicated and effective service on the Duncan Council by naming a street to his credit. Former Councillor Lukaitis was most pleased with this honour, thanked the Mayor and Council for this recognition and wished them well in all of their future endeavours.
	Communications
Spina Bifida & Hydrocephalus Month	Movd. Councillor K. Newcomb Secd. Councillor S. Jackson THAT the month of June 2003 be proclaimed as "SPINA BIFIDA and HYDROCEPHALUS MONTH" in the City of Duncan as requested in the May 16, 2003 letter from the Spina Bifida & Hydrocephalus Association of British Columbia. Carried.
VIHA – Community Asset Building	Movd. Councillor P. Kent Secd. Councillor M. Caljouw THAT the Council of the City of Duncan advise the Vancouver Island Health Authority Public Health Nurse that the concept of the Community Asset Building programs is endorsed "in principle" by City Council; AND THAT, if needed, Council would be pleased to provide a letter of support for the application of the VI Health Authority for grant money to undertake the Community Asset Building Programs. Carried.
Cowichan Therapeutic Riding Association	Movd. Councillor S. Jackson Secd. Councillor G. Maxwell THAT the May 8, 2003 letter from the Cowichan Therapeutic Riding Association, regarding their 12^th Annual Ride-A-Thon on June 8, 2003, be received, the contents noted and filed. Carried.
City Hall – Recognition by Heritage Society of BC	Movd. Councillor J. Farkas Secd. Councillor P. Kent THAT the May 19, 2003 letter from the Heritage Society of BC, with which they provide a Recognition Certificate for the restoration of the Duncan City Hall, be received, the contents noted and filed. Carried.
	Movd. Councillor J. Farkas Secd. Councillor S. Jackson THAT the City of Duncan Heritage Committee be reformed to call together a cross section of heritage experts to start the work of cataloguing potential heritage properties within the City noting that this cataloguing process is key to taking advantage of some federal government funding that will soon be available. Carried.
Black Tie Award Banner	Movd. Councillor G. Maxwell Secd. Councillor K. Newcomb THAT the Council of the City of Duncan authorize the display of the Duncan-Cowichan Chamber of Commerce Black Tie Award Banner from the banner poles adjacent to the east-side of the Trans Canada Highway and south of the Cowichan River from June 23 - 30, 2003 since the banner poles are already booked for June 9 – 22 (Chamber of Commerce agreed). Carried.
	Reports of Standing Committees
	Public Works Committee
	For consideration were the notes of the May 20, 2003 meeting.
Council Chambers – Possible Redecorating	Movd. Councillor M. Caljouw Secd. Councillor G. Maxwell THAT if budget is remaining in the City Hall account in November 2003, tenders be secured for recarpeting the Council Chambers. LOST. Councillors Jackson and Maxwell voting in favour.
Holmes and Cairnsmore – Requested Stairs, Bench & Garbage Receptacles	Movd. Councillor M. Caljouw Secd. Councillor K. Newcomb THAT noting the projected costs for stairs and a bench would be approximately $10,000, Council advise Ms. Jacqueline de Launière-Ward that stairs, a bench and a garbage receptacle for the north-end of Holmes Street and stairs and a garbage receptacle for the east-end of Cairnsmore Street will not be provided at this time; AND THAT Council suggest to Ms. de Launière-Ward that she may wish to attempt to organize a citizens committee to take on some of these tasks as community projects. Carried.
	Parks & Recreation Committee
	For consideration were the notes of the May 20, 2003 meeting.
Drinking Water Fountain	Movd. Councillor G. Maxwell Secd. Councillor S. Jackson THAT the $3,000.00 budgeted in 2003 for the proposed drinking water fountain in the City Square be allocated to a "drinking water fountain reserve" in order to provide time to develop a suitable concept with private donors being involved for 2004. Carried.
	Fire Committee
Dumpster Fires	Councillor Caljouw advised that the Fire Chief has reported an ongoing problem of dumpster fires. Councilor Caljouw asked members of the public to help eliminate the problem by reporting suspicious behaviour and situations.
	General Purposes Committee
	For consideration were the notes of the May 20, 2003 meeting.
Economic Development Commission	Movd. Councillor G. Maxwell Secd. Councillor S. Jackson THAT the Council of the City of Duncan correspond with the CVRD Board of Directors requesting an appointment from the Duncan City Council to the Economic Development Commission. Carried.
Cowichan Green Community – Lease for Jubilee Garden Project	Movd. Councillor K. Newcomb Secd. Councillor P. Kent THAT Council authorize the Mayor & Administrator to execute the Lease headed "Example B" between the City of Duncan and the Cowichan Community Land Trust Society for the Jubilee Garden Project in Centennial Park (i.e. Example "B" Lease attached to May 9, 2003 letter from the Cowichan Green Community) subject to: · The agreement being between the City of Duncan and the Cowichan Community Land Trust Society rather than a Committee of the Society. · Section 8.03 "early termination" being amended to three (3) months from six (6) months. In Section 5.01, "unreasonable" being changed to "unreasonably". Carried.
	Reports of Special Committees
	Totem Poles Committee
	For consideration were the notes of the May 14, 2003 meeting.
Totem Tour Signs	Movd. Councillor G. Maxwell Secd. Councillor S. Jackson THAT the displayed sign with the totem silhouette and the wording "WORLD FAMOUS TOTEM TOUR IT'S FREE" be displayed at the following locations: · 1 with each existing totem sign south of the Silver Bridge (i.e. "Copper's") · 1 for north-bound traffic on the TCH south of Trunk Road · 1 for south-bound traffic on the TCH north of Trunk Road · 1 for westbound traffic on Trunk Road (i.e. west of the TCH) · 1 for west-bound traffic on Trunk Road nearer to Duncan Street · 1 for southbound traffic on the TCH near the north City entrance sign. · 1 for southbound traffic on Canada Avenue. Carried.
FCM Delegates from Ghana and Tanzania	Councillor Maxwell reported on the visit of the FCM delegation from Ghana and Tanzania, Africa on May 23, 2003. In preparation for their attendance at the May 2003 FCM Convention in Winnipeg, these delegates were introduced to a few local governments in Canada while accompanied by Federation of Canadian Municipalities officials. The delegates were greeted at Duncan City Hall where an information session was held and then valley attractions such as the Trout Hatchery, the Quw'utsun' Cultural Centre, the BC Forest Discovery Centre and Zanatta Vineyards were visited. Another information session was held at the Cowichan Valley Regional District Boardroom with CVRD officials. Councillor Maxwell said that the delegates were most impressed with our valley.
Miscellaneous	Councillor Caljouw advised that he recently represented City Council as Deputy Mayor at the Change of Command of the 5^th Artillery in Victoria. He said he was very well received at the ceremony.
	Councillor Newcomb reported on the following items: · The results of the library tenders are still under close scrutiny and analysis and a recommendation has yet to be processed to the Commission. · The management at the Community Centre have been requested to analyze the possibility of providing full convention services on an ongoing basis.
	Mayor Coleman reported on the following items: · On May 14, elected representatives from the whole of the CVRD met to discuss Regional Recreation funding. He said that the session was most useful and that much work is yet to occur. · On May 15, he and Councillor Newcomb met with Chief Harvey Alphonse, CVRD Chair Mary Marcotte and Mayor Jon Lefebure regarding the proposed Protocol Agreement. The signing ceremony is scheduled for June 21, 2003. At this same meeting, the subject of Wal-Mart and the Outdoor Recreation Park were also discussed. · On May 22, he attended the meeting of the Federal Ministers Advisory Committee on softwood issues. He said much work is proceeding to distribute funds to communities affected the most detrimentally by softwood lumber tariffs. · On May 22, he and members of Council enjoyed a dinner with members of the Duncan Junior Council. · On May 23, he also participated in the visit of the African delegation. He thanked Councillor Maxwell and Mr. Douville for their involvement in this visit. · On May 24, City Council honoured former Councillor Martin Lukaitis at an appreciation dinner.
	Unfinished Business
Policing Costs	Movd. Councillor P. Kent Secd. Councillor G. Maxwell THAT the letter dated April 28, 2003 from the Mayor of the Bowen Island Municipality to the UBCM, regarding policing costs, be received, the contents noted and filed. Carried.
Canada/BC Infrastructure Grant – Sanitary Sewer System	For consideration was a report dated May 22, 2003 from the City Treasurer. Movd. Councillor S. Jackson Secd. Councillor P. Kent THAT staff and the City Engineers determine a feasible construction schedule for this project (i.e. Canada/BC Infrastructure Grant – Sanitary Sewer System) including phasing over two or three years, with a project completion date of no later than March 31, 2006. Carried.
Dhut Project – Evans & Jubilee	Councillor Caljouw reported that the housing project at the corner of Evans and Jubilee Streets is nearing completion and 5 of the 6 suites have now been occupied. He said the project has turned out very well and that the owners, Amrik and Parlad Dhut are very proud of the end result.
	Bylaws
Tax Installment Bylaw, 2003, No. 1953	Movd. Councillor G. Maxwell Secd. Councillor M. Caljouw THAT "Tax Installment Bylaw, 2003, No. 1953" be reconsidered, finally passed and adopted. Carried.
Intermunicipal Business License Agreement Bylaw 2003, No. 1955	Movd. Councillor P. Kent Secd. Councillor S. Jackson THAT Council give leave to Councillor Ken Newcomb to introduce "Intermunicipal Business License Agreement Bylaw 2003, No. 1955". Carried.
	Movd. Councillor K. Newcomb Secd. Councillor G. Maxwell THAT "Intermunicipal Business License Agreement Bylaw 2003, No. 1955" be read for the first time. Carried.
	Movd. Councillor M. Caljouw Secd. Councillor P. Kent THAT "Intermunicipal Business License Agreement Bylaw 2003, No. 1955" be read for the second time. Carried.
	Movd. Councillor M. Caljouw Secd. Councillor P. Kent THAT "Intermunicipal Business License Agreement Bylaw 2003, No. 1955" be read for the third time. Carried.
	New Business
Rails to Trails in Softwood	For consideration was an e-mail dated May 23, 2003 from the Economic Development Manager of the Cowichan Valley Regional District. In his e-mail, Mr. Millar explains the combined Provincial Trails Application for funding under the Softwood Lumber Industry Community Economic Adjustment Initiative. A full power point presentation was attached to the e-mail. The project involves the conversion of abandoned railway corridors into multi-use trails (i.e. cycling, hiking, equestrian and Nordic skiing).
	Movd. Councillor P. Kent Secd. Councillor S. Jackson THAT the Council of the City of Duncan support British Columbia's application for Rail to Trail Construction & Development Funds to the Softwood Lumber Industry Community Economic Adjustment Initiative (SICEAI); AND THAT staff be directed to work with provincial representatives to determine options regarding municipal and/or regional district participation in the initiative. Carried.
Malaspina – "Shifting Gears"	Mayor Coleman reported that Malaspina University College is now offering a re-education program for displaced mature workers. The program is called "shifting gears" and qualified applicants are not required to pay tuition. He said that this program is most needed in our area.
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 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 8:10 p.m., City Council resolved in to Special Meeting.
	At 8:50 p.m., the following Motion was Put: Movd. Councillor S. Jackson Secd. Councillor P. Kent THAT the Special Meeting of City Council rise; AND THAT this meeting do now adjourn. Carried.
	Michael Coleman Mayor Paul Douville City Administrator