Duncan public meetings in 2024

Regular Council

Council will consider adopting bylaws for 2025 utility rates and the 2024-2028 financial plan. The meeting includes a proposal to replace the Christmas parking policy with a food donation alternative and a lease agreement for a laneway at 288 Third Street.

• Adoption of Fees and Charges Amendment Bylaw No. 3212.09, 2024 to set 2025 utility rates
• Adoption of Financial Plan Amendment Bylaw No. 3241.02, 2024
• Proposed Food Donations in Lieu of Parking Fines Policy
• Five-year lease for a 16’ x 118’ strip of laneway at 288 Third Street to Jordan James
• Waterworks Regulation Amendment Bylaw No. 3213.02, 2024 regarding underground leaks

Regular Council

The City of Duncan Council will meet to approve the agenda, recognize various advisory committees, and present awards to the Fire Department, Arts, and Special Recognition.

• Approval of the December 2, 2024 agenda
• Recognition of five advisory committees
• Presentation of Fire Department Long-Service Awards
• Presentation of Arts Award
• Presentation of Special Recognition Award

Regular Council

Council will decide on shifting the Duncan Fire Department from full operations to interior-only and ending technical rope and confined space rescue. They will also receive an interim housing needs report, give first readings to 2025 utility rate and financial plan bylaws, and adopt a housing agreement for 257 Evans Street.

• Fire Department service level shift to 'Interior Operations' and discontinuation of Technical High Angle Rope Rescue and Confined Space Rescue
• Reception of 2024 Interim Housing Needs Report and approval of amended Housing Needs Assessment Data Report
• First three readings of Fees and Charges Amendment Bylaw No. 3212.09 setting 2025 utility rates
• First three readings of Financial Plan Amendment Bylaw No. 3241.02 amending 2024-2028 plan
• Adoption of Housing Agreement Bylaw No. 3252 for 257 Evans Street

Committee of the Whole

The Committee of the Whole will receive a 2024 capital budget update for information only and then direct staff on changes to the 2025 operating and capital budgets. They will also decide which topics to prepare resolutions for the Association of Vancouver Island and Coastal Communities convention.

• 2024 Capital Budget Update – information only (report from Director of Finance)
• 2025 Operating Budget Overview – direct staff to make unspecified changes
• 2025 Capital Budget – direct staff to make unspecified changes
• Association of Vancouver Island and Coastal Communities Resolutions Process – direct staff to prepare resolutions on chosen topics

Special Council

The Special Council will first approve the circulated agenda. It will then move to a closed session under the Community Charter to discuss employee relations issues. The meeting will conclude with adjournment.

• Approve agenda as circulated
• Closed session to discuss employee relations (Community Charter Section 90(1)(c))
• Adjournment of the meeting

Regular Council

Council will approve new capital infrastructure reserve funds and amend operating reserve policies. The body will also decide on several grant in aid applications and authorize a housing agreement for 257 Evans Street.

• Authorize Housing Agreement Bylaw for 257 Evans Street
• Approve $13,000 grant for Duncan Cowichan Festival Society
• Approve $22,000 grant for Duncan Cowichan Chamber of Commerce
• Direct staff to create General, Sewer, and Water Capital Infrastructure Reserves
• Direct staff to transfer $2.68M to sewer reserve and $3.33M to water reserve

Committee of the Whole

The Committee of the Whole is reviewing the 2025 budget overview and individual department budgets. The body is considering a draft budget with a 15.9% taxation increase to balance the budget.

• Proposed 3% increase to garbage collection fees for 2025
• Proposed 9% increase to sewer user fees for 2025
• Proposed 8.5% increase to water user rates inside and outside City boundaries
• Review of 2025 budgets for Fire, Administration, Corporate Services, Planning & Sustainability, Public Works, and Garbage and Recycling
• Draft budget proposal featuring a 15.9% taxation increase

Advisory Design Panel

The Duncan Advisory Design Panel will consider a request to support a six-story mixed-use development at 561 Dobson Road. The project includes 69 residential units, commercial and childcare uses on the ground floor, and an underground parkade. The panel's recommendation will be sent to City staff for a development permit application.

• Review of Development Permit Application No. DP-2024-08 for 561 Dobson Road
• Consideration of a six-story mixed-use building with 69 residential units
• Discussion on rezoning from Highway Corridor Commercial (HCC) to permit residential uses
• Proposal for 48 parking spaces, a 43% decrease from zoning requirements
• Site context includes a planned new road connection and an existing easement

Regular Council

Council is deciding on a temporary use permit for modular sleeping units and a parking license for the Cowichan Hospital Auxiliary Thrift Store. The body is also reviewing several emergency management grant applications and a tree protection bylaw amendment.

• Temporary Use Permit TUP-2024-01 for 40 modular sleeping units at 610 Trunk Road
• Five-year Licence of Occupation for one parking stall at 138 Craig Street for $640.53 annually
• Four UBCM and Ministry grant applications for emergency management totaling up to $2.45 million
• Tree Protection Amendment Bylaw No. 3135.03, 2024
• Funding request of $11,910 for Cowichan Restorative Justice for 2025

Committee of the Whole

The Committee of the Whole will consider resolutions for each of the 2025 Grant‑in‑Aid applications listed in the Director of Finance report and forward the recommendations to Council. It will also recommend yearly ongoing grants for inclusion in the 2025 financial plan. Additional items include discussion of council participation at community events and a council training budget update.

• $2,000 to Duncan‑Cowichan Festival Society for performers at the "40th Day of July"
• $4,000 to Duncan‑Cowichan Festival Society for performers at Wine Down Wednesdays in August 2025
• $16,500 to Duncan‑Cowichan Festival Society for a free family‑friendly festival and the Grande Parade
• $2,000 to Cowichan Valley Arts Council to support the Outdoor Art Market on July 26, 2025
• $22,000 yearly ongoing grant to the Duncan Cowichan Chamber of Commerce

Special Council

Council will award the Station Street Placemaking Project contract to Echelon Creative Inc. for up to $969,890 plus a 10% contingency and increase the project budget from $1,240,000 to $1,526,539 using funds from the Housing Accelerator Fund Reserve. The council also directs $5,000 for a mural on the washroom building to be funded from the Downtown Revitalization Reserve. In addition, the council will award the Marchmont Road Renewal tender to IWC Excavation Ltd. for $1,225,461 plus optional work and allocate $295,000 from the Growing Communities Fund. The council will deny two permissive tax exemption applications and conduct three readings of several permissive tax exemption bylaws, and adopt a Delegation of Authority Amendment Bylaw.

• Award Station Street Placemaking Project contract to Echelon Creative Inc. for up to $969,890 plus 10% contingency; increase budget to $1,526,539 from Housing Accelerator Fund Reserve
• Allocate $5,000 for a mural on the washroom building in the Station Street project from the Downtown Revitalization Reserve
• Award Marchmont Road Renewal tender to IWC Excavation Ltd. for $1,225,461 plus $89,650 optional work; allocate $295,000 from Growing Communities Fund
• Deny permissive tax exemption applications for Habitat for Humanity (251 Government Street) and Cowichan District Hospital Auxiliary (138 Craig Street)
• Adopt Delegation of Authority Amendment Bylaw No. 3115.03, 2024

Tourism Advisory Committee

The Tourism Advisory Committee will adopt its agenda and minutes and receive a branding and tourism marketing plan history report for information. It will discuss rebranding and a spring social media campaign report. The committee will recommend that Council reallocate up to $7,000 from the billboard budget and approve up to $15,000 plus taxes from General Surplus to finance the fabrication and installation of a north-end primary gateway sign. Additional information items include the committee budget and a city totem update.

• Rebranding discussion – receive branding and tourism marketing plan history report (information only)
• Recommendation to reallocate up to $7,000 from billboard budget and approve up to $15,000 plus taxes from General Surplus for north-end primary gateway sign
• 2024 Spring Social Media Campaign Final Report (information only)
• Tourism Advisory Committee Budget (information only)
• City Totem Update (information only)

Committee of the Whole

The Committee of the Whole will direct staff to draft or reject permissive tax exemption bylaws for several religious properties for the 2025‑2029 tax years. A request outlines a five‑year, 100 % land tax exemption for each listed church, with an estimated total forgone tax revenue of $10,787 if all are approved. Council will receive a resolution to either adopt a blanket five‑year exemption or specify individual terms for each property.

• Draft a 5‑year 100 % land tax exemption bylaw for churches listed in Attachment A
• Consider individual one‑year exemption bylaws for City Gate Church (127 Station St), Girl Guides (321/331 Cairnsmore St), Cowichan District Hospital Auxiliary (138 Craig St), and St. John’s Anglican Church (486 Jubilee St, 162 First St)
• Estimate of taxes forgone if all exemptions are approved: $10,787
• Council must adopt the exemption bylaw by October 31
• Conflicts of interest declared by Councillors Bruce, Middlemiss, and McKinlay for specific applications

Regular Council

The Duncan City Council approved several policy updates, including a new Official Functions Attendance Policy and the repeal of a 1996 Fundraising Events policy. It re‑allocated $23,000 to fund a $31,000 Canada/Ingram Intersection safety project and adopted two bylaws: a Planning and Development Applications Procedure and a Development Cost Charges Waiver for affordable rental housing. The council deferred a zoning amendment for Price Place until after March 31, 2025 and requested a written affordable‑housing commitment from the applicant.

• Adopt Development Cost Charges Waiver Bylaw No. 3246, 2024 to waive charges for affordable rental housing
• Re‑allocate $20,000 from Canada Ave/Gov't St traffic signals and $3,000 from Traffic Calming to fund a $31,000 Canada/Ingram Intersection safety project
• Approve updated Official Functions Attendance Policy and repeal Fundraising Events policy dated March 11, 1996
• Defer Official Community Plan and Zoning Bylaw Amendment Application No. ZB‑2023‑03 for Price Place until after March 31, 2025, with a request for a written affordable‑housing commitment
• Adopt Planning and Development Applications Procedure Bylaw No. 3245, 2024

Regular Council

The City of Duncan is deciding on several infrastructure contracts and utility credits. Council will also review updates to the City-Wide Façade Improvement Program and new planning and development bylaws.

• Awarding McAdam Park Playground contracts to R&H Williams Trucking Ltd. ($173,264), Green Roots Play Equipment Inc. ($67,735), Playquest Recreation ($56,070), and Softline Solutions Ltd. ($52,000)
• Awarding Rotary Park Riverbank Erosion contracts to Northwest Hydraulics Consultants Ltd. for $150,000 and $111,100
• Proposed increase of City-Wide Façade Improvement Program funding from $1,000 to $5,000 per project
• Decision on a water leak adjustment credit for Merit Home Furniture up to $117,225
• Appointment of MNP LLP as City Auditor for 2024-2028

Regular Council

The Duncan City Council will approve the replacement of Vactor Truck Unit #68 with a contract to Vimar Equipment Ltd. for $700,597 plus taxes and a 2% contingency, funded from the Fleet Reserve. Council will also approve up to $22,000 for a new south‑entrance primary gateway sign, authorize a five‑year lease for Parkside Academy Childcare Society at $500 per month, and direct staff to apply for the ChildCare BC New Spaces Fund. In addition, the council will give first three readings to the 2024 Financial Plan Amendment Bylaw No. 3241.01 and proclaim September 12, 2024 as United Way BC Day.

• Approve Vactor Truck Unit #68 replacement – $700,597 + taxes + 2% contingency (Vimar Equipment Ltd.)
• Approve up to $22,000 plus taxes/fees for south‑entrance primary gateway sign
• Authorize five‑year lease (July 16 2024‑July 15 2029) with Parkside Academy Childcare Society at $500/month plus utilities, taxes, maintenance
• Direct staff to submit application for ChildCare BC New Spaces Fund for new childcare facility at 820 Wharncliffe Road
• First three readings of Financial Plan Amendment Bylaw No. 3241.01, 2024

Environment & Sustainability Advisory Committee

The committee is reviewing recommendations regarding electric vehicle charging station usage and e-bike facilities. They are also proposing specific priority areas for the use of Local Government Climate Action Program funding.

• Recommendation to explore options to increase use of existing EV charging stations
• Consideration of an e-bike end of trip facility strategy
• Proposed priorities for Local Government Climate Action Program funding, including carbon credits and urban forest maintenance
• Relocation of an EV charger from Duncan Street to 225 Canada Avenue estimated at $25,000-$30,000

Regular Council

The City of Duncan Council is reviewing several items including the Transportation and Mobility Strategy 2024 and a zoning amendment for 725 Canada Avenue. Discussions also include contract awards for electrical undergrounding and various tourism-related funding requests.

• Zoning Bylaw Amendment and Development Permit for 725 Canada Avenue
• Award of contract to Stone Pacific Contracting Limited for $281,298 plus 10% contingency for electrical undergrounding
• Approval of $19,500 for a South-Entrance Primary Gateway Sign
• Approval of $1,475 plus $1,475 for Station Street Common umbrellas
• Direction to purchase 151 carbon credits for approximately $5,000

Advisory Design Panel

The Advisory Design Panel will consider a development permit for a 17-unit multi-unit rowhouse project. The proposal includes four separate buildings consisting of six 3-bedroom units and 11 2-bedroom units. The panel will also appoint a new Chair for a one-year term.

• Development Permit Application No. DP-2024-06 for 167 Coronation Avenue
• Proposed 17-unit multi-unit rowhouse development
• Zoning variance for driveway access from Coronation Avenue
• Zoning variance for maximum fence height provisions

Tourism Advisory Committee

The committee is reviewing a funding request for Station Street common umbrellas. The meeting also includes a presentation regarding the economic and social impacts of trails in the Cowichan Valley.

• Downtown Duncan Business Improvement Area Society funding request for Station Street Common Umbrellas
• Cowichan Trail Stewardship Society delegation regarding trail impact report
• South Entrance Primary Gateway Sign discussion

Regular Council

The Council is considering a zoning amendment to comply with provincial small-scale multi-unit housing requirements. They are also reviewing budget reallocations for the Canada/Ingram Intersection Safety Project and a funding request for Station Street umbrellas.

• Reallocation of $31,000 for the Canada/Ingram Intersection Safety Project
• Proposed $4,425 funding request for Station Street Common umbrellas
• Adoption of Zoning Amendment Bylaw No. 3166.05, 2024 for small-scale multi-unit housing
• Adoption of Municipal Ticket Information Amendment Bylaw No. 3189.02, 2024
• Proclamation of September 2024 as Childhood Cancer Awareness Month

Committee of the Whole

The Committee of the Whole is reviewing a final draft of the Transportation and Mobility Strategy 2024. Staff are also directed to prepare for automated solid waste collection and potential zoning amendments regarding short-term rentals.

• Transportation and Mobility Strategy 2024 final draft
• Automated Solid Waste Collection cart procurement tender
• Short-term rental zoning bylaw amendments
• Official Functions Attendance policy update
• Permissive Tax Exemption Policy update

Advisory Design Panel

The Advisory Design Panel will consider a development permit for a 17-unit multi-unit rowhouse project. The proposal includes six 3-bedroom units and 11 2-bedroom units across four separate buildings. The panel will also review requested variances regarding driveway access and fence height.

• Development Permit Application No. DP-2024-06 for 167 Coronation Avenue
• Proposed 17-unit multi-unit rowhouse development
• Zoning variance for driveway access from Coronation Avenue
• Zoning variance for maximum fence height provisions

Regular Council

The Duncan City Council will consider awarding a watermain contract and discussing proposed zoning amendments for small-scale multi-unit housing. The agenda also includes grant applications for the Station Street Placemaking Project and McAdam Park playground accessibility.

• Contract award to Stone Pacific Contracting Limited for 107 Evans Frontage Watermain ($165,000 plus $25,000)
• Proposed zoning amendments for small-scale multi-unit housing
• $40,000 grant application for the Station Street Placemaking Project
• $25,000 grant application for McAdam Park playground accessibility
• Development Variance Permit for a fascia sign at 462 Duncan Street

Regular Council

The City of Duncan Council is reviewing several bylaws including 2024 tax rates and fee amendments. Discussion items include a heritage permit for City Hall roof replacement and a public naming process for Station Street Park.

• Development Variance Permit DVP-2024-01 for 339 Campbell Street
• Heritage Alteration Permit HAP-2024-01 for 200 Craig Street City Hall restoration
• Development Cost Charges Reduction Bylaw No. 3243, 2024 for 162 First Street
• Tax Rates Bylaw No. 3244, 2024 to establish 2024 tax rates
• Fees and Charges Amendment Bylaw No. 3212.08, 2024 regarding nuisance and permit fees

Advisory Design Panel

The Advisory Design Panel will consider a development permit to redevelop part of 725 Canada Avenue into a two-storey building. The proposal includes a ground-floor pharmacy and two residential units on the second floor. The panel will also review requests for a zoning amendment and a reduction in required parking spaces.

• Development Permit Application No. DP-2024-05 for 725 Canada Avenue
• Proposed demolition and redevelopment into a two-storey mixed-use building
• Zoning bylaw amendment regarding minimum dwelling unit requirements
• Parking variance request to reduce off-street parking from 14 to 13 spaces

Special Council

This Special Council meeting consists of procedural items and a motion to enter a closed session. The closed session is intended to discuss matters related to employee relations.

• Closed session regarding employee relations

Regular Council

Council is reviewing several bylaws, including updates to tax rates and nuisance abatement fees. The agenda includes a development permit for a 130-unit affordable housing project at 162 First Street. Other items include a multi-year paving contract and masonry restoration for City Hall.

• Zoning and development permit for 130-unit affordable housing at 162 First Street
• $173,609.55 masonry restoration contract for City Hall awarded to Lennox Masonry
• Five-year paving contract award to Duncan Paving
• Development variance permit for a new single-unit dwelling at 1006 Vista Avenue
• Approval of 2024 tax rates and various fee amendments

Tourism Advisory Committee

The Tourism Advisory Committee is considering design options for two City-owned billboards on the Trans-Canada Highway. The committee will also review the 2024 Social Media Marketing Plan and recommendations regarding totem image use policies. An update on the City's totem poles will be presented for information.

• Approval of billboard design options within a $10,000 budget
• Review of the 2024 Social Media Marketing Plan
• Proposed updates to the Totem Image and Visual Identity Policy
• Recommendation to repeal the 'City of Totems' Tagline Usage policy

Committee of the Whole

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Regular Council

The City of Duncan Council is reviewing a development permit for a primary care centre at 940 Government Street. The meeting also includes discussions on amending works and services bylaws, updating application fees, and supporting the Farmers' Market Nutrition Coupon Program.

• Development Permit DP-2024-01 for a primary care centre at 940 Government Street
• Works and Services Bylaw Amendment Bylaw No. 3158.02, 2024 regarding electrical and telecommunications undergrounding
• Fees and Charges Amendment Bylaw No. 3212.07, 2024 to amend application fees
• Letter of support for the BC Association of Farmers' Markets Nutrition Coupon Program
• Covid-19 grant final report for the Nanum 'lyus The'ele mural project

Special Council

The Special Council meeting consists of a single closed session. The discussion is intended for municipal officers and employees regarding progress reports for the annual municipal report.

• Closed session discussion on municipal objectives and annual report preparation

Public Hearing

The City of Duncan is holding a public hearing regarding the adoption of its new Official Community Plan. This plan, titled 'Small Town. Bright Future.', will replace the previous 2007 Official Community Plan and establish new policies for land use, housing, and growth management.

• Official Community Plan Bylaw No. 3226, 2024
• Repeal of Official Community Plan Bylaw No. 2030, 2007

Regular Council

The City Council is scheduled to adopt the Official Community Plan Bylaw No. 3226, 2024 for the entire city. The agenda also includes decisions on a five-year financial plan and a development permit for a multi-unit residential project. Additionally, Council will review updates to workplace safety policies and event permit regulations.

• Adoption of Official Community Plan Bylaw No. 3226, 2024
• Development Permit for a 54-unit residential/assisted living project at 257 Evans Street
• Adoption of the 2024–2028 Financial Plan Bylaw No. 3241, 2024
• Approval of the Special Event Permit and Field Use Request Policy
• Grant application for Rotary Park riverbank erosion and in-stream works

Regular Council

Council will consider the first and second readings of a revised Official Community Plan Bylaw. The agenda also includes the first three readings of the 2024-2028 Financial Plan Bylaw. Additionally, several municipal policies are proposed for repeal.

• First and second readings of Official Community Plan Bylaw No. 3226, 2024
• First three readings of Financial Plan Bylaw No. 3214, 2024
• Repeal of multiple policies including Fire Hydrants and Water Conservation Plan
• Proclamation of June 2024 as Deafblind Awareness Month
• Construction update for the TCH Pathway from Silver Bridge to Ramada

Regular Council

The City of Duncan Council is reviewing several administrative policies and upcoming zoning amendments. Key discussions include updating the municipal code of conduct, approving a tourism budget, and preparing for provincial small-scale multi-unit housing requirements.

• Update to Council Code of Conduct and Respectful Workplace Policy
• 2024 Tourism Advisory Committee Budget approval
• Zoning bylaw amendments for small-scale multi-unit housing
• Resolution regarding policing statistics and 'Fail to Appear' charges
• Access to Records Application Fee Policy

Tourism Advisory Committee

The committee is reviewing a proposed 2024 tourism budget for recommendation to Council. Discussion includes updates on social media marketing results, holiday campaign performance, and the status of various totem pole refurbishments.

• 2024 Tourism Budget proposal
• Totem refurbishment budget of $42,515
• Rick Hansen Totem restoration (approximately $5,000)
• Social media marketing results for the City of Duncan Holiday Campaign
• Update on Clan Totem of Our Nations re-staining

Committee of the Whole

The Committee of the Whole is considering a $8,217 funding request for Cowichan Restorative Justice. Members are also reviewing the 2024-2028 Five Year Financial Plan Bylaw and proposed changes to tax rate multiples.

• Cowichan Restorative Justice funding request of $8,217
• 2024-2028 Five Year Financial Plan Bylaw drafting
• Commercial tax rate multiple adjustments

Advisory Design Panel

The Advisory Design Panel is reviewing development permit applications for new residential projects. One proposal includes a five-storey, 54-unit assisted living facility for residents aged 55 and older at 257 Evans Street. The panel will also consider an application for 930, 940, and 950 Government Street.

• Development Permit DP-2023-07: 54-unit assisted living facility at 257 Evans Street
• Development Permit DP-2024-01: Project at 930, 940, and 950 Government Street

Special Joint Council

The City of Duncan and the Municipality of North Cowichan met to discuss an Inter-Municipal Relationship Protocol. Council also addressed updates regarding a highway corridor management plan, residential use of recreational vehicles, and a community safety plan.

• Inter-Municipal Relationship Protocol for cooperation between Duncan and North Cowichan
• Request for the province to refresh the Trans-Canada Highway Corridor Management Plan (1/3 funding basis)
• Implementation report for the Trans-Canada Highway Corridor Management Plan
• Report on Temporary Residential Use of Recreational Vehicles
• Safer Community Plan Update

Official Community Plan Advisory Committee

The committee is reviewing amendments to the proposed Official Community Plan based on public engagement and new provincial housing legislation. They are recommending that Council rescind previous readings of Bylaw No. 3226, 2022, and initiate the first reading for Bylaw No. 3226, 2024. The recommendation also includes a request to schedule a public hearing.

• Recommendation to rescind first two readings of Official Community Plan Bylaw No. 3226, 2022
• Proposed first reading for Official Community Plan Bylaw No. 3226, 2024
• Request to schedule a public hearing for the new OCP bylaw
• Review of public engagement feedback regarding housing density and environmental protections

Regular Council

The City of Duncan is reviewing several contract awards for public works, including a highway multi-use pathway and station street washrooms. Council will also consider early budget approvals for various equipment replacements and infrastructure renewals.

• Awarding Trans-Canada Highway Multi-Use Pathway (Silver Bridge to 140 TCH) contract to Leuco Construction Inc. for $619,170.50 plus tax
• Awarding Station Street Placemaking Project washroom building to Nexus Modular Solutions for $178,500 plus tax
• Awarding Fire Hall exhaust extraction system contract to Trican Filtration for $135,229 plus tax
• Awarding Unit #60 fleet replacement to Metro Motors Ltd. for $102,475 plus tax
• Early 2024 budget approval requests including a $290,000 backhoe replacement and $80,000 in sewer pump replacements

Committee of the Whole

The Committee is reviewing updates to the Council Code of Conduct and a new Respectful Workplace policy for employees. Members are also discussing a $750 annual budget for maintaining the Nanum ‘lyus The’ele mural at 231 Jubilee Street. Staff will also provide updates on housing legislation and strategic plan progress.

• Proposed updates to Council and Employee Codes of Conduct
• Proposed $750 annual maintenance budget for the Nanum ‘lyus The’ele mural at 231 Jubilee Street
• Report on implications of new housing legislation
• Preparation of resolutions for the AVICC Annual General Meeting