The Regular Meeting of City Council was held in the Council Chambers, City Hall, 200 Craig Street, Duncan, BC at 7:30 p.m., April 13, 2004. 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 March 22, 2004 Regular Council meeting be adopted. Carried.
	Communications
DBIAS - Upcoming City Square Events	Movd. Councillor S. Jackson Secd. Councillor K. Newcomb THAT the letter dated March 18, 2004 from the Duncan Business Improvement Area Society (DBIAS), regarding upcoming City Square events, be received, the contents noted and filed. Carried.
Killed, Injured or Disabled Workers - Annual Day of Mourning	Movd. Councillor P. Kent Secd. Councillor G. Maxwell THAT the Council of the City of Duncan proclaim April 28, 2004 as “A Day of Mourning in Recognition of all the Canadian Workers Who Have Been Killed, Injured or Disabled on the Job” as requested in the March 18, 2004 letter from the Office of the President and Chief Executive Officer, Workers' Compensation Board of BC; AND THAT all flags on the City Hall flagpole be flown at half-staff on this day. Carried.
DBIAS - Totem Tour Digital Postcards	Movd. Councillor K. Newcomb Secd. Councillor M. Caljouw THAT Council endorse "in principle" the "Totem Tour Digital Postcard" concept outlined in the letter dated March 29, 2004 from the Duncan Business Improvement Area Society (DBIAS). Carried.
Cowichan United Way Banner	Movd. Councillor S. Jackson Secd. Councillor P. Kent THAT the Council of the City of Duncan authorize the display of the Cowichan United Way Banner from the banner poles adjacent to the east-side of the Trans Canada Highway and south of the Cowichan River from September 20 – December 3, 2004, with the exception of 2 weeks in October being reserved for the Cowichan Hospital Auxiliary, as requested in the March 18, 2004 letter from the Cowichan United Way. Carried.
	Reports of Standing Committees
	Finance Committee
Warrant No. 02-2004	Movd. Councillor K. Newcomb Secd. Councillor G. Maxwell THAT Warrant No. 02-2004 covering General Account cheque numbers 107178 – 107651 in the total amount of $342,609.33 - Payroll Account – Payroll #03 covering cheque numbers 3104-3108; & Direct Deposits in the amount of 29,665.09 - Payroll #04 covering cheque numbers 3109–3127; & Direct Deposits in the amount of 35,827.17 GRAND TOTAL . . . . . . $408,101.59 be ratified. Carried.
	Communications Committee
Public Works Communications Policy	For consideration were the notes of the March 29, 2004 Communications Committee meeting. Movd. Councillor J. Farkas Secd. Councillor S. Jackson THAT the Public Works Communications Policy be adopted. Carried.
	PUBLIC WORKS COMMUNICATIONS POLICY In situations where: · Traffic is to be diverted or interrupted · Parking is to be interrupted · Utility services are to be interrupted · Roadway or sidewalk areas are to be excavated · Aesthetic changes are to occur · Other situations are to occur deemed necessary for Public Communication. 1. Written notices are to be hand-delivered or forwarded by e-mail or fax to all premises in the City street block where the work is to occur and, if deemed necessary by the Administration, in adjoining blocks. If the work is in the downtown core, the Duncan Business Improvement Area Society is to be provided with a copy of the notice. 2. Signs explaining the proposed work are to be displayed at both ends of the block. Signs are to be a minimum of .6m (2') x .6m (2'). 3. For major works effecting larger areas, a Public Notice is to be published in a local Newspaper and may also be broadcast on the local radio station. 4. The notices are to explain the proposed work and outline the duration of time likely required to complete the work. All of the foregoing policy is to be at the discretion of the City Administrator and/or Public Works Superintendent with consideration being given to the extent and advance knowledge of the interruption.
	Public Safety & Emergency Services Committee
Sound System - Train Station & Charles Hoey Park	For consideration were the notes of the March 29, 2004 meeting. Movd. Councillor K. Newcomb Secd. Councillor G. Maxwell THAT Council agree to proceed with a sound system for broadcasting classical and other music at the Train Station and in Charles Hoey Park to a maximum of $2,000. Carried.
Vicious Dogs	Councillor Jackson reported that at the next Council meeting she will present a motion regarding amending the Dog Control Bylaw in relation to vicious dogs. Mr. Douville advised that the Manager of the Cowichan SPCA will be meeting with all of Council on April 19, 2004.
	Budget Review Committee
Paving Trunk Road Between Beech and Coronation	For consideration were the notes of the March 30, 2004 meeting. Movd. Councillor G. Maxwell Secd. Councillor P. Kent THAT Council provide pre-budget approval to a maximum of $89,000 for paving of Trunk Road between Beech Avenue and Coronation Avenue (ICBC may contribute $24,000 to this project in accordance with their Traffic Calming Report). Carried.
Cowichan Sportsplex – Major One-Time Grant	Movd. Councillor P. Kent Secd. Councillor K. Newcomb THAT the Council of the City of Duncan agree to provide a 2004 $50,000 grant to the Cowichan Sportsplex for the Stu Pitts Challenge endeavour conditional on other local governments producing the balance of the requested $167,000. Carried.
	For consideration were the notes of the April 6, 2004 Budget Review Committee meeting.
Downtown Duncan Farmers' Market (DDFMS) License and DBIAS Funding	Movd. Councillor M. Caljouw Secd. Councillor S. Jackson THAT the Downtown Duncan Farmers' Market Society (DDFMS) License Agreement be ratified; AND THAT the DDFMS license fee be provided to the Duncan Business Improvement Area Society (i.e. added to their annual grant). Carried.
Council Members - Pacific Blue Cross Benefits	Movd. Councillor J. Farkas Secd. Councillor K. Newcomb THAT City Council be provided with the Pacific Blue Cross benefits costing approximately $14,000 annually with the 2004 cost being approximately $8,200 (likely seven months of 2004). Carried.
	Reports of Special Committees
Building Statistics Report – March 2004	Movd. Councillor G. Maxwell Secd. Councillor S. Jackson THAT the Building Statistics Report for March 2004, as prepared by the Building Inspector, be received, the contents noted and filed. Carried.
	Parking Management Advisory Committee For consideration were the notes of the April 7, 2004 meeting.
Repeat Parking Offenders Fines and Graduated Parking Fines	Movd. Councillor P. Kent Secd. Councillor G. Maxwell THAT the recommendations from the Parking Management Advisory Committee, regarding Repeat Parking Offenders Fines and Graduated Parking Fines, be referred to the Planning & Priorities Committee. Carried.
Miscellaneous	Councillor Kent reported on the following items: · At 1:30 p.m. April 17, 2004, the new Cowichan Branch of the Vancouver Island Regional Library will officially open. All members of the public are invited to attend. The Vancouver Island Regional Library Board will stage their meetings at the Cowichan Centre on April 16 and 17 so that the Board Members can participate in this event. · For the Visions 20/20 project, the Steering Committee will be processing a community survey. The survey will be distributed randomly April 15 to approximately 2,000 residents of the Cowichan Valley. The objective of the survey is to review our quality of life, environment and many other factors in order to determine ways to build a stronger, better community. A weekend symposium is also at the planning stage.
	Councillor Jackson reported that at 8:30 a.m. on April 14, 2004, the Maori pole will be re-erected at the entrance to Kenneth Street Parking Lot #1.
	Mayor Coleman reported on the following items: · On March 24 and 25, he participated in the Municipal Finance Authority Board meeting. He said he found the Communities in Transition presentation most informative. · On March 26, 27 & 28, he, Councillors Jackson and Kent and Mr. Douville participated in the Association of Vancouver Island and Coastal Communities (AVICC) conference in Parksville. One resolution that passed was that there be no fixed link between Vancouver Island and the mainland. · On March 31, he attended the Cancer Society Fundraising Luncheon. · On April 2, he and Deputy Mayor Jackson participated in the official opening of the new ownership phase of Ken Evans Ford. · On April 3, he participated in the Cowichan District Hospital Foundation Dinner & Auction. He said he was pleased to note that approximately $70,000 was raised. · On April 10, he participated in a meeting with the Federal Minister Andy Scott regarding the Rural Infrastructure Program. · He noted that the Softwood Industry Community Economic Adjustment Initiative has provided significant contributions for projects in the Cowichan Valley.
	Unfinished Business
Trans Canada Highway Corridor Study	For consideration were the following: · Letter dated March 1, 2004 from the Ministry of Transportation, Vancouver Island District. · Letter dated April 1, 2004 from the Trans Canada Highway Steering Committee. Movd. Councillor P. Kent Secd. Councillor G. Maxwell THAT in addition to the $30,000 being provided by the Ministry of Transportation for the Trans Canada Highway Corridor Study, the local partners (City of Duncan, District of North Cowichan, Cowichan Valley Regional District and Cowichan Tribes) be requested to each contribute $5,000 (Note: CVRD Board of Directors and North Cowichan Council have approved their $5,000 contributions). Carried.
Cowichan Tribes Fire Suppression	Movd. Councillor S. Jackson Secd. Councillor J. Farkas THAT Council agree to remove Article 14 from the proposed Fire Suppression Agreement with the Cowichan Tribes (Note: Article 14 – "That the Fire Chief or Ranking Officer be able to recommend to the Tribes burning bans and enforce such bans on Tribes Lands"); AND THAT the term of the Agreement be January 1, 2005 to December 31, 2009 (i.e. five (5) years). Movd. Councillor K. Newcomb Secd. Councillor P. Kent THAT the Cowichan Tribes Fire Suppression Agreement recommendation be referred to the Public Safety & Emergencies Services Committee. Carried.
	Bylaws
Council Procedure Bylaw No. 1962, 2004	Movd. Councillor M. Caljouw Secd. Councillor P. Kent THAT "Council Procedure Bylaw No. 1962, 2004" be reconsidered, finally passed and adopted. Carried.
Officers and Officials Bylaw No. 1964, 2004	Movd. Councillor G. Maxwell Secd. Councillor S. Jackson THAT "Officers and Officials Bylaw No. 1964, 2004" be reconsidered, finally passed and adopted. Carried.
Fees and Charges Bylaw No. 1759, 1995, Amendment Bylaw No. 1965, 2004 (Subdivision Application)	Movd. Councillor K. Newcomb Secd. Councillor M. Caljouw THAT "Fees and Charges Bylaw No. 1759, 1995, Amendment Bylaw No. 1965, 2004" (Subdivision Application) be reconsidered, finally passed and adopted. 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 personnel and legal items; AND THAT persons other than Council Members and the City Administrator be excluded from this meeting (Section 242.3 – Local Government Act). Carried.
	At 7:55 p.m., City Council resolved into Special Meeting. At 8:10 p.m., the following motion was put:
	Movd. Councillor M. Caljouw Secd. Councillor J. Farkas THAT the Special Meeting of City Council rise; AND THAT this meeting do now adjourn. Carried.
	Michael Coleman Mayor Paul Douville City Administrator