City of Duncan Committee of the Whole Minutes

City of Duncan Committee of the Whole Minutes A Committee of the Whole Meeting was held in the Committee Room, City Hall, 200 Craig Street, Duncan BC, at 6:02 p.m. on June 4, 2012. Present Councillor Sharon Jackson, Chair Councillor Tom Duncan Councillor Martin Barker Mayor Phil Kent Councillor Michelle Bell Councillor Michelle Staples Absent W/Notice Councillor Joe Thorne Also Present Tom Ireland Chief Administrative Officer Peter de Verteuil Director of Finance Abbas Farahbakhsh Director of Public Works Lynn Ketch Director of Corporate Services Gina MacKay City Planner (left at 7:10 p.m.) The Chair opened the meeting at 6:02 p.m. Approval of Agenda Agenda COW-118-12 Moved by Councillor Bell Seconded by Mayor Kent That the Agenda be amended by moving the Sustainable Development section to follow the Delegation portion of the Agenda; And That the Agenda be approved as amended. Delegations Centennial Drinking Fountain Peter Lewis, Centennial Fountain Designer, relayed his vision for the Centennial drinking fountain. He provided Mr. Ireland with the proposed suggested contract. Councillor Jackson noted that several additional fountains could be constructed and sold to the public. She also noted that a site on the eastside of City Hall has been chosen. Shawnigan Lake School has shown some interest in purchasing one of these fountains. Mr. Lewis will be travelling to 48 cities in the next year and will have an opportunity to promote the City s fountain. MotoSport Motorcycle Race in Duncan Don Hatton, proponent for a MotoSport motorcycle race in Duncan on Sunday, July 15, 2012, reviewed his plan for the proposed race. The plan is to close a short portion of James Street (North Cowichan) Canada Avenue between Queens and James (along with the Island Savings Credit City of Duncan, Committee of the Whole Minutes of June 4, 2012 Page 1 of 10

Union parking lot) and Duncan Street between Queens and James. The race will be organized by the Victoria Super Moto Club. It is anticipated that the streets will be closed for approximately 4 hours (11:30 am to 4:30 p.m.). The organizers will be providing hay bales and route obstacles but will need the City to provide an adequate number of garbage cans for spectators. COW-119-12 Moved by Councillor Barker That the following resolution be forwarded to City Council: That Council approve, in principle, the proposed July 15, 2012 MotoSport motorcycle race in Duncan as outlined by Don Hatton. Sustainable Development DP 2012-09 - 472 Chesterfield COW-120-12 COW-121-12 Moved by Councillor Bell Seconded by Councillor Duncan That the following recommendation be forwarded to Council: That Council issue Development Permit No. DP 2012-09 as presented for 472 Chesterfield Avenue (Lot 3, Block 1, Section 17, Range 7, Quamichan District, Plan 5868) subject to the following conditions: 1) Provision of security in the amount of $6,020.00 for on-site landscaping and site development improvements. 2) Provision of security in the amount of $22,260.00 to cover the costs of on-site paving and fence construction. 3) Completion of a covenant for Flood elevations to the satisfaction of the Chief Administrative Officer (CAO). Amendment Moved by Mayor Kent Amendment Seconded by Councillor Duncan That the foregoing resolution regarding DP 2012-09 be amended by adding item number 4) addition of accepted covered entrances on the south elevation of the building at the end of the list of conditions. AMENDMENT The Main Motion, as amended, was voted on and. The complete motion is as follows: That Council issue Development Permit No. DP 2012-09 as presented for 472 Chesterfield Avenue (Lot 3, Block 1, Section 17, Range 7 Quamichan District, Plan 5868) subject to the following conditions: 1) Provision of security in the amount of $6,020.00 for on-site City of Duncan, Committee of the Whole Minutes of June 4, 2012 Page 2 of 10

landscaping and site development improvements. 2) Provision of security in the amount of $22,260.00 to cover the costs of on-site paving and fence construction. 3) Completion of a covenant for Flood elevations to the satisfaction of the Chief Administrative Officer (CAO). 4) Addition of accepted covered entrances on the south elevation of the building. DP 2012-14 - 170 Craig Street (Matrea Centre) COW-122-12 Moved by Mayor Kent Seconded by Councillor Duncan That the following recommendation be forwarded to Council: That Council authorize the issuance of Development Permit (DP-2012-14) for awnings, painting and window replacements at 170 Craig Street (Matrea Centre) Lot A of Lot 8, Block 4, Section 17, Range 6, Quamichan District, Plan 2070 in accordance with Attachments No 1 thru 5 of the June 1, 2012 Request for Decision from the City Planner. Gina MacKay, City Planner, left the meeting at 7:10 p.m. Unfinished Business Council Remuneration COW-123-12 COW-124-12 That Option 4 of the May 29, 2012 Request for Direction from the CAO be accepted. DEFEATED Mayor Kent and Councillors Barker, Bell, Jackson, and Staples Opposed Moved by Mayor Kent Seconded by Councillor Barker That the Council Remuneration Bylaw be amended to include an increase in Council Remuneration being tied to the annual Vancouver CPI, effective January 1, 2012. Moved by Councillor Bell That Option 1 of the May 29, 2012 Request for Direction from the CAO be accepted. Mayor Kent and Councillor Barker Opposed City of Duncan, Committee of the Whole Minutes of June 4, 2012 Page 3 of 10

Finance and Administration Fees and Charges Bylaw Amendment $1.00 Annual Fee Non-Profit Businesses COW-125-12 RFD - Duncan Elks Lodge Liquor Licence Extension 2012 Summer Festival COW-126-12 Duncan Firefighters Beer Garden Request for July 14, 2012 COW-127-12 That Fees and Charges Bylaw Amendment Bylaw No. 3060, 2012 ($1.00 Annual Fee Non-Profit Businesses) be introduced and given 1 st, 2 nd and 3 rd readings. Seconded by Councillor Barker That Council advise the Liquor Control and Licensing Branch that it has no objection to a temporary extension of the Licensed Area of the Duncan Elks Lodge #69 on July 13, 14 & 15, 2012 from 11:00 a.m. to 9:00 p.m. each day to include the parking lot, in order to accommodate entertainment, BBQ food service and to create a festive atmosphere during the 2012 Summer Festival. That City Council approve the Duncan Firefighters Historical Society s Beer Garden Request at the Duncan Fire Hall (468 Duncan Street) for July 14, 2012 between 11:00 a.m. and 6:00 p.m. subject to: a) Receipt of an application form from a Liquor Store, signed by the RCMP prior to July 14, 2012. b) Assurance in writing prior to July 14, 2012 that the Duncan Firefighters Historical Society will comply with the City of Duncan Beer Garden Policy. c) Assurance in writing prior to July 14, 2012 that any music will be kept at a reasonable level. d) A copy of the required "Host Liquor Liability Insurance" coverage. e) Receipt of a financial statement of the event within fourteen (14) days following the Beer Garden, showing that 35% of the net revenue from the Beer Garden has been donated to a recognized local charity or the City for recreation facility improvements. City of Duncan, Committee of the Whole Minutes of June 4, 2012 Page 4 of 10

The 39 Days of July Duncan Summer Festival 2012 COW-128-12 City Hall Accessibility Renovations COW-129-12 Seconded by Mayor Kent That June 29, 2012 to August 6, 2012 be proclaimed The 39 Days of July Duncan Summer Festival 2012 Centennial Celebrations in the City of Duncan; And That the Train Station Parking lot, nearest the Caboose, be reserved to facilitate parking on July 14, 2012 for emergency vehicles/delta Police Pipe Band bus and other necessary vehicles; And That the Summer Festival Society be advised to contact the City Square Manager to book the use of the City Square on June 29, July 6, July 13, July 15, July 20, July 21, July 27 and August 3; And That permission be granted for an area along the Grande Parade route to be roped off for disabled persons; And That the Summer Festival Society be advised to contact the City Square Manager to book the two (2) parking stalls on Lois Lane, adjacent to City Square to be reserved for the purposes of access by entertainment crews; And That extra garbage cans be provided in City Square during the evenings of June 29, the day and evening of July 6, 13, 15, 20, 21, 27 and August 3, if these dates are approved by the DBIAS, as well as throughout downtown Duncan on June 30, July 7, 14, 21, 28 and August 4, and the train station parking lot during the day of July 1; And That permission be granted (conditional on the DBIAS seeking approval from the downtown businesses concerning the disruption to parking) to place sand on tarps in the Canada Avenue Parking Lot beside the Train Station on July 1 and 2 for the Annual Canada Day Beach Volleyball Tournament and Kid s Sand Building Competition with the sand being removed before 8:00 a.m. on July 3; And That City Commissionaires assist the Festival Society during the parade as it travels through the City; And That the public washrooms on Canada Avenue remain open until 9:00 p.m., June 29 to August 6, with the City providing extra cleaning of the facility every day. Moved by Councillor Staples That Council authorize staff to enter into a construction agreement for City Hall renovations to a maximum amount of $88,562.60 plus HST with Rock Steady Restorations for the combined cost of exterior ramp upgrades and interior alterations. City of Duncan, Committee of the Whole Minutes of June 4, 2012 Page 5 of 10

Proposed Transit Pass Program COW-130-12 Mobile Carts Policy COW-131-12 Moved by Councillor Bell That Council approve a 50% rebate for all City of Duncan residents that purchased a Monthly transit pass for the month of May 2012, and continue this pilot rebate program to December 2012; And That staff conduct a survey of transit users to estimate how many residents are currently purchasing monthly transit passes; And That staff conduct a review of the transit pass rebate program in December 2012. That staff be directed to prepare a Mobile Carts Policy in conjunction with Duncan Business Improvement Area Society (DBIAS) input. DEFEATED Moved by Mayor Kent Seconded by Councillor Barker That staff be directed to discuss the concept of street vending carts with the DBIAS and report back to the Committee of the Whole. Public Works Operational Planning & Activities Status Report May 2012 Abbas Farahbakhsh, Director of Public Works, reviewed the May 2012 Operational Planning & Activities Report: Water Metering Program ongoing. Eagle Heights Booster Pump Station Upgrade pumps have been received working on fabrication inside the building to put the pumps in place. Will be replacing the water main from the building to the road to improve the pumping capacity. Flood Pump Station at Lee Street Slough all 3 phases are substantially completed (Fish-Gut Alley). A couple of deficiencies are being rectified. City Wide Storm Study, draft final report has been reviewed. We have exposed a majority of the storm out-falls for engineer s review and evaluation. Report will then be finalized. Duncan St./Cowichan Way/Trunk Rd. signal light work has been completed. Some concerns have been raised. The Engineers will be asked to make some slight timing changes. City Square tree replacement options for the remaining four City of Duncan, Committee of the Whole Minutes of June 4, 2012 Page 6 of 10

Sweetgum trees. Local containers are available for $1,000 to $1,100, plus shipping, in a variety of colours, square design with smooth surface. City Square Tree Planters COW-132-12 City Square Trees COW-133-12 Moved by Councillor Barker Seconded by Councillor Duncan That staff be directed to purchase four large plant containers for the City Square tree replacements from a local supplier in the red brick colour Mr. Farahbakhsh noted that it is not possible to relocate the trees away from the current infrastructure as a full parking stall would be lost in each case. That as recommended by the Director of Public Works, staff be directed to purchase two (2) Chanticleer flowering Pear and two (2) Crimson Sentry Maple trees to replace the City Square sweet gum trees, locally sourced if possible. Mayor Kent Opposed May 2012 Operational Planning & Activities Report, contd. Public Works building expansion project is continuing. Campbell Street water main upgrade - mainlining has been completed will start taking samples tomorrow and if it passes then start switching the services over. Grieve Road water main upgrade project - design and engineering work completed has been reviewed by North Cowichan and a permit has been granted by the Ministry of Health - the next step is to go out for quotations. Gibbins Road water main upgrade - project design and engineering work completed project is moving along on schedule. Weed control in curb and gutter; steam machine is no longer available for purchase a propane torch has been purchased instead. Informational signage for Canada Avenue Park Conceptual Drawing sign will be installed. COW-134-12 Moved by Mayor Kent That the May 2012 Operational Planning & Activities Report presented by the Director of Public Works be received. City of Duncan, Committee of the Whole Minutes of June 4, 2012 Page 7 of 10

Environment Services Climate Action Charter The BC Climate Action Charter and elements of the City s carbon neutral plan were briefly discussed. Brian Roberts, Cowichan Energy Alternatives, will likely be attending the next Committee of the Whole meeting regarding the Community Carbon Marketing program. The Mayor noted that we have now completed level 3 of the FCM program. New Business Centennial Budget Councillor Jackson noted that the Duncan-Cowichan Summer Festival Society (DCSFS) has requested more funds to assist with the 2012 Summer Festival functions. Councillor Staples noted that she is working with the Cowichan Elders for a healing ceremony as part of the Centennial program. Councillor Staples noted that she is also working with Joan Gillatt and others on the Peace Pole project. Guinness World Book of Records and DCSFS Event Expense COW-135-12 Moved by Councillor Barker That the following grant requests be approved from the Provincial grant of $75,000: $2,500 to the Chesterfield Sportsplex for the recent Guinness World Book of Records event from the Ministry of Community Grant; $3,000 to the Duncan-Cowichan Summer Festival Society (DCSFS) for the Summer Festival Delta Police Band expense, pending documentation being received by the DCSFS. 2012 Junior Council COW-136-12 Moved by Councillor Barker That the following 2012 Junior Council recommendations, with the exception of number 12. be disbursed as follows: Refer to the Island Corridor Foundation for a reply: 1. That the issue of southbound transportation be examined with the return of E&N Dayliner making a morning southbound trip to Victoria and a late afternoon northbound trip. City of Duncan, Committee of the Whole Minutes of June 4, 2012 Page 8 of 10

Refer to the District of North Cowichan: 2. That the Junior Council of the City of Duncan suggest to the District of North Cowichan: That appropriate signage be placed at roundabouts to educate people on the proper signaling procedures. Refer to the Tourism Advisory Committee (Wayfinding): 3. That permanent sites within the City be established for the purpose of poster/advertising placement. Inform the Junior Council that placement of additional recycling bins are being placed by Public Works yearly: 4. That recycling bins be placed next to garbage cans to promote the recycling of cans, bottles and cartons. Refer to the Island Savings Centre Commission: 5. That City Council consider the possibility of establishing a youth entertainment activity centre. Refer to the Parking Review Committee: 6. That due to the lack of parking in the City, that building a parkade be examined. Refer to the North Cowichan Parks and Recreation Committee: 7. That a flat user fee be used for all students using the pool, regardless of their address. Refer to a next Committee of the Whole meeting for direction: 8. That they webcast all City Council and Committee of the Whole meetings live on an advertised, publically accessible platform such as ustream.tv; And That all City Council and Committee of the Whole meetings be recorded and uploaded in full to an advertised, publically accessible platform such as Youtube.com no later than one (1) business day after the meeting. Refer to Volunteer Cowichan: 9. That a volunteer fair be coordinated to recruit and strengthen community groups. Refer to Public Works for a Report and Cost: 10. That water bottle filling stations be placed in all of the parks within the City of Duncan. Refer to Police Capital Cost Fund for Funding and Coordinate Project: 11. That updated signs replace the old signs recognizing various groups and organizations in the region. City of Duncan, Committee of the Whole Minutes of June 4, 2012 Page 9 of 10

Provide the Junior Council with the recently adopted Future Transit Plan: 13. That Cowichan Valley Regional Transit conducts a review of the transit routes within the Cowichan Valley in order to determine whether more buses are required on certain routes and less on others; And That Cowichan Valley Regional Transit considers adding more busses to coincide with school hours and regular 9 a.m. to 5:00 p.m. working hours. Inform Junior Council as to the City s Public Process: 14. That City Council allows backyard chickens in the City of Duncan. Youth Advisory Committee COW-137-12 Moved by Councillor Staples 12. That the following Junior Council resolution be referred to a future Committee of the Whole meeting: That a Youth Advisory Committee be established; And That the City appoint a member of Council to the Committee. Closed Session Closed Session COW-138-12 Moved by Mayor Kent That the meeting be closed to the public under the following section of the Community Charter: Personal Information about an identifiable individual (s.90(1)(a). Adjournment Adjourn COW-139-12 Adjourn Seconded by Councillor Barker That this meeting adjourn. The meeting adjourned at 9:33 p.m. Lynn Ketch Director of Corporate Services Councillor Sharon Jackson Chair City of Duncan, Committee of the Whole Minutes of June 4, 2012 Page 10 of 10