Deep River public meetings in 2021

Council Meeting

Deep River Council is meeting to decide on several items, including endorsing Watson & Associates' water and wastewater rate study recommendations, approving the 2022 Community Development Grants Program with a $30,000 allocation, and awarding a water and wastewater service delivery review contract. The agenda also includes routine approvals of minutes, correspondence, and by-laws, plus a closed session for personnel and labour matters.

• Notice of motion to adopt Watson & Associates' Rate Study recommendations, including a 2023 review of rates for Canadian Nuclear Laboratories
• 2022 Community Development Grants Program: $30,000 pre-budget allocation, with $26,224 distributed to eight local clubs and $3,776 for a second intake
• Award of Water and Wastewater Service Delivery Review to Aureus Solutions, Inc. for $41,693.11
• By-law 58-2021 for interim tax levy for 2022
• Closed session to discuss grievance G-01-2021 from Deep River Professional Firefighters Association

Audit Committee

The Audit Committee will consider a staff report recommending that Council award a five-year audit services contract to Dean Sinclair Chartered Professional Accountants. The recommendation follows an RFP process that received two proposals, with Dean Sinclair's fixed fee of $231,480.50 being lower than BDO Canada's estimated fee of $290,184.00. The committee will also approve the minutes from its October 5, 2021 meeting.

• Recommendation to award audit contract to Dean Sinclair CPA for 5 years at $231,480.50 total
• RFP received two proposals: Dean Sinclair CPA and BDO Canada
• Approval of October 5, 2021 Audit Committee minutes
• No declarations of pecuniary interest

Council Meeting

Deep River Council is meeting to consider the 2022 budget report, which proposes a public meeting on January 12, 2022, for input and potential approval of capital and operating budgets, as well as water/sewer and tax rate by-laws. The council will also vote on supporting the UN Declaration on the Rights of Indigenous Peoples (Call to Action #43), approve the 2022 corporate calendar, and appoint deputy fire chiefs. A closed session is scheduled for labour negotiations with the professional firefighters.

• 2022 Budget Report (2021-FIN-024) proposes public meeting Jan 12, 2022, for input and potential approval
• Support for Truth and Reconciliation Commission Call to Action #43 (adopt UN Declaration on Indigenous Peoples)
• By-law 56-2021 to appoint Deputy Fire Chiefs
• 2022 Corporate Calendar approval (Report 2021-ADMIN-009)
• Closed session for firefighter negotiations

Council Meeting

Deep River Council is meeting to approve several administrative and infrastructure items, including two asset management software agreements, a streetlight project budget, and fleet capital plans. The agenda also includes receiving correspondence on the Truth and Reconciliation Commission's Calls to Action and a proclamation request for Victims and Survivors of Crime Awareness Week.

• Approve software agreements with StreetScan Canada ULC and Infrastructure Solutions Inc. for asset management
• Approve $10,000 upset budget from 2021 Capital Contingency for Streetlight Project
• Adopt 2021 Fleet Resource Plan as guiding document
• Combine $36,000 (2021) and $50,000 (2022) capital budgets for used half-ton and hybrid-electric vehicle
• Support Truth and Reconciliation Commission Call to Action #40 on Aboriginal-specific victim programs

Special Council Meeting

Deep River Council is deciding whether to enter a short-term shared services agreement with Laurentian Hills for Chief Building Official and Building Inspector services, and to direct staff to explore further shared services. The meeting also includes a review of the 2022 Strategic Plan actions and a resident's proposal for an off-road vehicle by-law.

• By-law 51-2021: authorize shared services agreement with Laurentian Hills for CBO/building inspector services, $80/hour for 14 hours/week, Nov 10, 2021 to Jan 14, 2022
• Report 2021-CAO-008: receive report and direct staff to work with Laurentian Hills on all potential shared services
• Strategic Plan 2022 Actions Review: receive action chart for discussion
• Proposal for Off-Road Vehicle Use in Deep River By-Law: receive correspondence from resident Mike English
• Confirmatory by-law 52-2021 to confirm proceedings

Council Meeting

Council will receive a presentation on community survey results for the West-End Secondary Plan, covering topics like housing density, green space, and trail management. They will also consider reports on selling municipal properties on Hammond Court and McDonald Street, a zoning bylaw amendment for 33149 Highway 17, and the 2022 municipal election preparations. The meeting includes a closed session for confidential matters.

Council Meeting

Deep River Council is meeting to receive and approve the draft 2020 audited financial statements, and to approve an amended agreement with the Ontario Clean Water Agency (OCWA) for water and wastewater services. Council will also consider several consent items, including a report on a water plant fire alarm system overage, a proposal to sell town-owned property, and a resolution supporting a Truth and Reconciliation Commission call to action. The meeting includes a closed session for matters such as land acquisition or personnel.

• Approval of 2020 audited financial statements presented by Dean Sinclair Chartered Professional Accountants
• Approval of $5,125.50 over budget for water plant fire alarm system, funded from Water Reserve
• Approval of amended OCWA agreement effective January 1, 2022, and direction to draft a by-law
• Direction to publish notice of intent to sever portions of Hammond Court and McDonald Street properties for sale
• Resolution supporting Truth and Reconciliation Commission Call to Action #17 on waiving name-change costs for residential school survivors

Council Meeting

Deep River Council will hear a deputation from the Deep River and District Hospital about developing a 96-bed long-term care home, and will consider several reports and by-laws, including a water services agreement amendment and financial software purchase. The meeting includes routine consent items and a closed session for labour relations.

• Deputation on 96-bed Long-Term Care Home at Deep River and District Hospital
• Approval of amending agreement with Ontario Clean Water Agency effective Jan 1, 2022
• Sole source purchase of Vadim iCity software from Central Square Technologies, upset budget $185,000
• Asset Management Software upset budget of $35,000
• $1,150 surplus donation to Deep River Yacht and Tennis Club

Audit Committee

The Deep River Audit Committee will consider the amended 2020 audited financial statements and recommend they be forwarded to Council for approval. It will also take up a deferred report recommending that a $460,069 surplus be transferred to the Sick Leave and Payroll Contingency Reserve and that staff issue a 5-year RFP for audit services. The meeting includes routine adoption of the agenda and prior minutes.

• Amended 2020 Audited Financial Statements to be received and recommended to Council
• Surplus of $460,069 to be transferred to Sick Leave and Payroll Contingency Reserve (SLPR)
• Staff directed to issue RFP for audit services for 5 years starting in 2021
• Approval of September 29, 2021 Audit Committee minutes
• No closed session items listed

Special Council Meeting

Council is deciding whether to approve an amended Fire Protection Services Agreement with Canadian Nuclear Laboratories Ltd., extending the term to September 1, 2025, and adding a goal for the Town to establish a standalone fire department. The meeting also includes a closed session and a confirmatory by-law.

• Approval of Amending Agreement (No. 2) to Fire Protection Services Agreement with CNL, extending term to September 1, 2025
• By-Law 41-2021 to authorize entering into the amended fire services agreement with Canadian Nuclear Laboratories Ltd.
• Original 3-year agreement cost $2,070,000 ($57,500/month); extension is cost neutral
• Closed session under Municipal Act for matters like security, personnel, land, or litigation
• By-Law 42-2021 to confirm proceedings of the meeting

Audit Committee

The Audit Committee will receive the 2020 audited financial statements and management letter from the external auditor, and consider a report recommending that a $460,069 surplus be transferred to the Sick Leave and Payroll Contingency Reserve and that staff issue an RFP for audit services for 5 years starting in 2021. The meeting also includes approval of prior minutes and standard procedural items.

• Receive 2020 Audited Financial Statements presented by Fred Sinclair of Dean Sinclair Chartered Professional Accountants
• Receive 2020 Management Letter from the auditor
• Recommend transferring $460,069 surplus to Sick Leave and Payroll Contingency Reserve
• Direct staff to issue RFP for audit services for 5 years starting in 2021
• Approve minutes of February 10, 2021 Audit Committee meeting

Council Meeting

Deep River Council is meeting electronically on September 22, 2021. The main item is a presentation by Jp2g Consultants on a proposed 22-lot subdivision concept plan for the Halo property near Thomas Street and Pine Point Road, presented for information only. Council will also consider a notice of motion on Truth and Reconciliation, a deputation from Chief Grant Tysick, and consent items including new cemetery fees and the 2022 user fees schedule. The meeting will close with a closed session on firefighter negotiations.

• Proposed subdivision concept plan: 22 single-detached lots and one parkland block on Pine Point Road (Part of Lots 7 & 8, Range B)
• Notice of motion: Council to acknowledge Truth and Reconciliation Commission findings and publish/read 12 Calls to Action over next 12 meetings
• Report 2021-FIN-018: New Deep River Cemetery fees approved; staff to review cemetery operations by Q3 2022
• Report 2021-FIN-019: 2022 User Fees, Rates and Charges adopted for budget planning
• Closed session: Deep River Professional Firefighters Association negotiations

Council Meeting

Deep River Council is meeting electronically to consider a motion on Truth and Reconciliation Commission Calls to Action, receive deputations on the telecommunication tower consultation policy and Truth and Reconciliation, and approve consent items including a $165,000 provincial grant for financial software. The agenda also includes repealing a heritage designation by-law and moving into closed session for firefighter negotiations.

• Motion to acknowledge Truth and Reconciliation Commission findings and publish/read 12 Calls to Action over 12 meetings
• Deputation by Chief Grant Tysick on Truth and Reconciliation
• Deputation by Lesley Barry on Telecommunication Tower Consultation Policy
• Provincial funding of up to $165,000 for Financial Software System Implementation
• By-law 38-2021 to repeal By-law 17-83 (Kings Farm heritage designation)

Council Meeting

Deep River Council is deciding on several infrastructure and financial items, including awarding a road rehabilitation contract, approving a water treatment application, and setting budget directions. The agenda also includes routine correspondence, by-laws, and a closed session for labor negotiations.

• Award $674,989.80 contract to Greenwood Paving Limited for Thomas Street and Kennedy Place rehabilitation, funded by Gas Tax
• Direct staff to apply for up to $3,500,000 under ICIP Green Stream for disinfection by-product management
• Approve 2022 draft budget with max 3.2% taxpayer increase, user fee by-law Sept 22, capital budget Oct 20, operating budget Nov 24
• Proceed with Water and Wastewater Service Delivery Review ($50,000), inflow/infiltration investigation ($25,000), Development Charges Study ($20,000)
• Pass Parking By-Law 33-2021 and repeal By-Law 28-2018

Committee of Adjustment

The Committee of Adjustment will hold a public meeting to consider a minor variance application for a property at 490 Balmer Bay Road. The applicant seeks permission to build a garage with a second storey and increase the accessory structure height limit from 4.5 metres to 5.2 metres. The committee will also approve minutes from a 2019 meeting and may decide on the variance after hearing public input.

• Minor variance application for Lot 41, Registered Plan 49R-9202490, Balmer Bay Road
• Proposed garage with second storey, height increase from 4.5m to 5.2m
• Public meeting under the Planning Act
• Approval of minutes from August 21, 2019 meeting

Council Meeting

Deep River Council is meeting to decide on several items, including adopting a new Downtown Community Improvement Plan (CIP) and a new marketing plan and brand identity. They will also consider a five-year lease agreement for the marina and government dock, a new parking by-law, and other administrative reports. The meeting includes a closed session for labour relations matters.

• Adoption of Downtown Community Improvement Plan (CIP) by-law
• Approval of $11,994.14 for plumbing repairs from capital contingency
• Five-year lease with Fisheries and Oceans Canada for marina and government dock
• New parking by-law and repeal of previous by-law 28-2018
• Adoption of new marketing plan and brand identity from Cinnamon Toast New Media Inc.

Council Meeting

Council will review the proposed 2021 municipal budget and hold a public meeting regarding operating and capital expenditures. Presentations include a small modular reactor proposal from Global First Power and broadband expansion details from Cogeco Connexion.

• Presentation: Global First Power - Small Modular Reactor proposal
• Presentation: Cogeco Connexion - Broadband expansion via Connect-To-Innovate Program
• Presentation: 2021 Budget Summary by Treasurer Arthur Smith
• Public Meeting regarding the 2021 Municipal Operating and Capital Budgets
• Proposed $1,982,102.00 allocation for the 2021 Capital Budget

Special Council Meeting

This is a special council meeting held as a growth and development workshop. Council will receive presentations from the mayor, CAO, planning consultants Jp2g Consultants Inc., County of Renfrew staff, and the town solicitor on topics including land-use planning, economic profile, and municipal law related to land development. The workshop includes an assessment of the town's investment readiness and a discussion of development charges. A closed session is scheduled regarding an enquiry about town property, and a confirmatory by-law will be passed.

• Presentation on investment readiness and development charges by Jp2g Consultants Inc.
• Economic profile of Deep River presented by County of Renfrew staff
• Discussion of development charges by-law options with comparative rates from other municipalities
• Closed session regarding enquiry about town property (potential land acquisition or disposition)
• By-law 23-2021 to confirm proceedings of the meeting

Council Meeting

Council will receive a deputation from Weesoe Community Communication Technologies (WCCT) on efforts to improve internet connectivity, including a revised plan to deliver 50/10 Mbps service if government funding is not received. The agenda also includes routine consent items, correspondence, minutes, and a closed session for legal and confidential matters.

• Deputation from WCCT on internet connectivity, including a revised $823,016 Stage 1 plan and request for $500k loan extension
• Correspondence from Minister Steve Clark on municipal code of conduct consultation
• Request for letter of support for Pembroke and Area Airport funding
• Proclamation request for Day of Action Against Anti-Asian Racism
• Closed session on litigation (Dumoulin vs. Town), branding, and confidential minutes

Marketing Task Force

The Deep River Marketing Task Force is meeting to discuss a proposed Newcomers Package from the Rotary Club, plan a future discussion of its terms of reference, and consider a future brand implementation plan. The meeting will also move into closed session to discuss brand reveal planning and launch implementation, citing commercial confidentiality. The agenda is largely procedural, with most substantive items deferred or discussed in camera.

• Receive correspondence from Rotary Club regarding a Newcomers Package
• Plan for future discussion of Marketing Task Force Terms of Reference
• Future Brand Implementation Plan
• Closed session for Brand Reveal Planning / Launch Implementation Plan

Council Meeting

Council will consider a by-law to regulate a three-year backyard hens pilot project, receive a presentation on heritage conservation, and address correspondence about the Keys Conference Centre property. The meeting also includes a closed session for matters such as branding, a Human Rights Tribunal update, fire services, and property inquiries.

• By-law 10-2021: Backyard Hens Pilot Project (3-year)
• Presentation on Kings Farm Heritage Designation
• Correspondence from William Holtslander re: Keys Conference Centre property
• Report 2021-FIN-006: 2020 Council Remuneration and Expenses
• Closed session items: branding, Human Rights Tribunal, fire services, property inquiry

Heritage Advisory Committee

The Heritage Advisory Committee will consider approving a recommendation to Council regarding the King's Farm heritage designation, to be presented at the April 21, 2021 Council meeting. The agenda also includes routine items such as adopting the agenda, approving minutes, and adjournment.

• Recommendation on King's Farm heritage designation for Council presentation
• Approval of minutes from March 30, 2021 meeting

Marketing Task Force

The Deep River Marketing Task Force is meeting to adopt the agenda, approve minutes from the April 5th meeting, and then move into a closed session to discuss brand reveal planning under the Municipal Act's trade secret exemption. The agenda is largely procedural, with the substantive item being the closed session.

• Closed session for brand reveal planning under Section 239(2)(i) of the Municipal Act
• Approval of April 5, 2021 meeting minutes
• Adoption of the April 12, 2021 agenda

Council Meeting

Council will hear a deputation from Vic and Lisa Saif requesting repeal of By-law 17-83 for Kings Farm heritage designation, citing the 90-day rule under the Ontario Heritage Act. They will also vote on several funding agreements, including a $5,600 fire safety grant and the Court Security and Prisoner Transportation Program, and receive updates on the backyard hens pilot project and the 2020 wastewater system annual report.

• Deputation and correspondence from Vic and Lisa Saif regarding Kings Farm heritage designation and repeal of By-law 17-83
• By-law 17-2021: Payment in Lieu of Taxes Agreement with Canadian Nuclear Laboratories, Inc. and Atomic Energy of Canada Limited
• By-law 18-2021: Fire Safety Grant Transfer Payment Agreement with the Office of the Fire Marshal ($5,600)
• By-law 19-2021: Court Security and Prisoner Transportation (CSPT) Program Agreement
• Report 2021-CBO-001: Backyard Hens Pilot Project Update (deferred from March 24)

Marketing Task Force

The Deep River Marketing Task Force is meeting electronically to adopt its agenda and approve minutes from the previous meeting. The main business item is receiving correspondence from the Rotary Club about a proposed Newcomers Package, which would enhance welcome materials for new residents. The task force will also move into closed session to discuss brand reveal planning, citing commercial confidentiality under the Municipal Act.

• Receive Rotary Club's Newcomers Package proposal, including an activity list and business incentives
• Closed session for brand reveal planning under Section 239(2)(i) of the Municipal Act
• Approval of minutes from March 29, 2021 meeting
• Adoption of the April 5, 2021 agenda

Special Council Meeting

This special meeting includes a closed session to discuss labour relations and negotiations regarding the Town of Deep River Fire Services. In open session, Council will consider By-law 15-2021, which amends By-law 19-2018 to authorize a fire protection services agreement with Canadian Nuclear Laboratories, Inc. A confirmatory by-law (16-2021) will also be passed to formalize the meeting's proceedings.

• Closed session for labour relations and negotiations (Town of Deep River Fire Services)
• By-law 15-2021: Amend By-law 19-2018 to authorize fire protection services agreement with Canadian Nuclear Laboratories, Inc.
• By-law 16-2021: Confirmatory by-law for the special meeting

Heritage Advisory Committee

The Heritage Advisory Committee is meeting to receive presentations on the Ontario Heritage Act, processing implementation, and an action list review. The agenda also includes routine items like adopting the agenda, approving previous minutes, and adjournment. The meeting is open to the public.

• Presentation by Bob McLaren regarding the Ontario Heritage Act
• Presentation by Mark Breckon regarding Processing Implementation
• Presentation by Mark Breckon regarding Action List Review
• Approval of minutes from the March 23, 2021 meeting

Marketing Task Force

The Deep River Marketing Task Force is meeting to adopt the agenda, approve prior minutes, and elect a vice-chair. The main business item is a closed-session discussion on brand reveal planning, citing commercial confidentiality. No open-session business items are listed.

• Election of Vice-Chair
• Closed session for Brand Reveal Planning under Municipal Act s. 239(2)(i)
• Approval of March 22, 2021 minutes

Special Council Meeting

At this special meeting, Council is holding a public meeting to consider the proposed Downtown Community Improvement Plan (CIP), which aims to revitalize the downtown core through streetscaping and financial incentive programs. The public can submit written comments until April 14, 2021. Council will also consider a confirmatory by-law for the meeting's proceedings.

• Public meeting on proposed Downtown Community Improvement Plan
• Presentation by Jp2g Consultants on the CIP
• CIP includes Façade Improvement Grant, Signage Improvement Grant, Building Improvement/Energy Efficiency Grant, Accessibility Improvement Grant, Tax Increase Grant (up to 5 years), and Municipal Application/Permit Fees Grant
• CIP area designated by by-law No. 39-2020 on October 7, 2020
• By-law 14-2021 to confirm proceedings of the meeting

Council Meeting

Council will review several by-laws including new water and sewer rates and a backyard hens pilot project. The meeting also includes discussions on the Deep River Yacht and Tennis Club agreement and community development grants.

• Adoption of 2021 Water and Sewer Rates and Charges By-law
• Approval of Backyard Hens Pilot Project (March 24, 2021 – March 24, 2024)
• Deep River Yacht and Tennis Club shared use and maintenance agreement
• $20,000 pre-budget allocation for Community Development Grant Program
• Deputation regarding Deep River Yacht and Tennis Club fund transfers

Heritage Advisory Committee

The Heritage Advisory Committee is meeting to receive a revised purpose statement, presentations on the Ontario Heritage Act and processing implementation, and an action list review. The agenda also includes receiving correspondence about Kings Farm and approving the previous meeting's minutes.

• Revised Purpose Statement by Mark Breckon
• Presentation on Ontario Heritage Act by Marion Thompson & Bob McLaren
• Presentation on Processing Implementation by Mark Breckon
• Action List Review by Mark Breckon
• Correspondence from Lisa Saif regarding Kings Farm

Marketing Task Force

The Marketing Task Force is meeting to adopt the agenda, approve minutes from the March 11, 2021 meeting, and then move into a closed session to discuss brand reveal planning. The closed session is authorized under the Municipal Act for matters involving trade secrets or confidential commercial information. No other business is scheduled for open session.

• Adoption of March 22, 2021 agenda
• Approval of March 11, 2021 minutes
• Closed session for brand reveal planning under Municipal Act section 239(2)(i)

Heritage Advisory Committee

The Heritage Advisory Committee is meeting to discuss correspondence and presentations about the King's Farm property at 612 Highway 17 East, including a request from the owners to remove its heritage designation. The committee will also review draft purpose statements, Ontario Heritage Trust materials, and the Ontario Heritage Act, and consider implementation processes.

• Correspondence from Helene Burke and Lisa Saif regarding King's Farm
• Presentation on Draft Purpose Statement by Mark Breckon
• Presentation on Ontario Heritage Trust by Mark Breckon
• Presentation on Ontario Heritage Act by Marion Thompson and Ann Serdula
• Review of Processing Implementation and Action List

Marketing Task Force

The Deep River Marketing Task Force is meeting to adopt the agenda and approve the January 18, 2021 minutes. The main business is a closed-session item regarding a marketing consultant presentation update on branding, citing trade secret and commercial information exemptions. The meeting is largely procedural, with no open-session decisions or discussions listed.

• Closed session for marketing consultant branding update under Municipal Act s. 239(2)(i)
• Adoption of March 11, 2021 agenda
• Approval of January 18, 2021 meeting minutes

Council Meeting

Deep River Council is meeting to adopt the agenda and consider several routine items, including receiving correspondence from provincial ministers and approving minutes from the previous meeting. The main decisions are whether to extend the arena season to April 30, 2021, and whether to apply for a Municipal Modernization Program grant to fund a new financial software system. Council will also move into closed session to discuss litigation, property negotiations, and a fire services update.

• Arena season extension to April 30, 2021, with net cost to be included in 2021 Operating Budget
• Application to Municipal Modernization Program for new financial software, with $50,000 from General Reserves if successful
• Receipt of correspondence from provincial ministers on OMPF, OCIF, and municipal partnerships
• Approval of Council minutes from February 24, 2021
• Closed session for litigation (Dumoulin vs. Town), property negotiations, and fire services update

Heritage Advisory Committee

The Heritage Advisory Committee is meeting to receive presentations from Chair Mark Breckon on safety protocols, code of conduct, strategic planning, process implementation, and an actions list review. The agenda is largely procedural, with no decisions on heritage designations or properties scheduled.

• Presentation on Safety Protocols by Mark Breckon
• Presentation on Code of Conduct Review by Mark Breckon
• Presentation on Process and Strategic Planning by Mark Breckon
• Presentation on Process Implementation by Mark Breckon
• Action List Review by Mark Breckon

Heritage Advisory Committee

The Heritage Advisory Committee is meeting to elect a chair and vice-chair, approve minutes, and receive correspondence. The main business is correspondence from the owners of King's Farm requesting removal of its heritage designation, along with historical information about the property and relevant by-laws.

• Correspondence from Waquar and Lisa Saif regarding heritage status of Kings Farm
• Correspondence from Vic and Lisa Saif requesting removal of Heritage Designation from Kings Farm
• Historical information on Kings Farm from John McKay
• By-law 23-84 designating properties under the Ontario Heritage Act (1984)
• By-law 03-2021 establishing the Municipal Heritage Advisory Committee

Council Meeting

Council will hear a presentation on the Draft Town of Deep River Financial Master Plan 2020 and vote on whether to approve it as a guiding document for strategic financial decisions. The meeting also includes a motion to direct the CAO to analyze costs paid to OCWA for water and sewer services, and to report on pre-existing conditions in the agreement. Council will also receive correspondence about essential municipal services during COVID-19, approve the February 17, 2021 minutes, and move into a closed session to discuss the closed session minutes and town branding.

• Approval of Draft Financial Master Plan 2020
• Motion to analyze OCWA agreement costs for fiscal 2020
• Status report on OCWA Schedule 'F' pre-existing conditions
• Correspondence from AMCTO on essential services during COVID-19
• Closed session on February 17 minutes and town branding

Council Meeting

Council will receive a presentation on the Draft Downtown Community Improvement Plan and may approve it, directing staff to proceed to a statutory public meeting. The plan proposes streetscaping and infrastructure programs plus financial incentive grants for downtown property owners. Council will also consider several routine reports, by-laws, and a notice of motion regarding water and sewer costs.

• Draft Downtown Community Improvement Plan presented by Jp2g Consultants; includes façade, signage, building/energy efficiency, accessibility, tax increase, and permit fee grants
• Notice of motion by Councillor McLaren directing CAO to analyze costs paid to OCWA for water and sewer systems and report on Schedule F pre-existing conditions
• Report 2021-PW-001: pre-budget approval of $36,000 from 2021 Capital Budget for fleet replacement, funded from Capital Reserves
• Report 2021-CAO-002: approval of $22,000 upset budget for Human Resources Support and a three-month term HR Specialist position, sole-sourced
• By-laws 05-2021 (appoint Heritage Advisory Committee members) and 06-2021 (senior staff positions, working conditions, remuneration)

Audit Committee

The Audit Committee is meeting to receive the 2020 Financial Audit Planning Letter from the external auditor, Dean Sinclair Chartered Professional Accountants. The letter outlines the audit scope, timing, and materiality threshold of $50,000. The committee will also approve the minutes from the October 5, 2020 meeting. No other substantive business is on the agenda.

• Receive 2020 Financial Audit Planning Letter from Dean Sinclair CPA
• Audit materiality set at $50,000
• Audit fieldwork planned for April or May 2021
• Approval of October 5, 2020 Audit Committee minutes

Striking Committee

The Deep River Striking Committee is meeting to adopt its agenda, approve minutes from September 11, 2019, and move into a closed session to discuss closed session minutes and citizen appointments. The agenda is largely procedural, with no substantive public business items listed.

• Approval of Striking Committee Meeting Minutes - September 11, 2019
• Closed session under Municipal Act, 2001, Section 239(2)(b) for personal matters about identifiable individuals
• Closed session items: Closed Session Meeting Minutes of September 11, 2019, and Citizen Appointments

Council Meeting

Deep River Council will consider a motion to direct the CAO to analyze costs paid to OCWA for water and sewer services, including a status report on pre-existing conditions. Council will also vote on a one-time COVID-19 community grant program (up to $20,000 total), write-off of uncollectible landfill tipping fees (up to $2,000), and a management structure pilot project. A by-law to establish a Municipal Heritage Advisory Committee will be considered, and a closed session is scheduled for property negotiations and appointments.

• Motion to direct CAO to analyze OCWA water/sewer agreement costs for fiscal 2020
• New one-time COVID-19 Community Grant: max $5,000 per group, $20,000 total
• Write-off of uncollectible COVID-19 landfill tipping fees up to $2,000
• Pilot project for Asset and Administrative Project Manager position (one year)
• By-law 03-2021 to establish Municipal Heritage Advisory Committee

Council Meeting

Council will receive a presentation on a Downtown Community Improvement Plan (CIP) for Deep River, which aims to revitalize the downtown core through financial incentives and municipal improvements. The agenda also includes routine items like adopting minutes, a utility rate study, and a request to establish a Heritage Advisory Committee. A closed session is scheduled for matters including litigation and staffing.

• Presentation on Downtown Community Improvement Plan by Forbes Symon, Jp2g Consultants
• Utility Rate Study (Report 2021-FIN-001) directing staff to propose a Water Financial Plan based on Watson & Assoc. scenario 2
• Memorandum to establish a Heritage Advisory Committee
• Correspondence from Statistics Canada regarding 2021 Census support
• Closed session for litigation (Dumoulin vs. Town), branding update, and CAO staffing report

Marketing Task Force

The Marketing Task Force will hear a proposal from Steve D'Eon and Jim Hutton to create a Facebook group called 'Deep River and Area in Pictures' to collect promotional photos. They will also receive a verbal update from Co-chair Christian Kaiser on next steps for marketing. The meeting includes a closed session to discuss a marketing consultant presentation on updated branding.

• Proposal for a Facebook Photography Group to collect promotional photos of Deep River
• Verbal update on marketing next steps by Christian Kaiser
• Closed session under Section 239(2)(i) of the Municipal Act regarding trade secrets or confidential commercial information
• Approval of December 14, 2020 meeting minutes

Council Meeting

Council will receive a follow-up presentation on the Town of Deep River Water and Wastewater Rate Study, which projects annual residential water and sewer bills rising from $1,111.90 in 2020 to $2,432.91 by 2030 under the base case. The agenda also includes correspondence on Ontario's long-term energy planning, a funding request from the Deep River Curling and Squash Club, COVID-19 vaccine updates, and a closed session on branding and property negotiations.

• Utility rate study: base case shows 13% annual increases in 2021-2022, total bill reaching $2,432.91 by 2030
• Curling and Squash Club requests one-time grant, citing expected $15-20,000 loss this season
• Correspondence from Ontario ministers on revoking Long-Term Energy Plan regulation
• COVID-19 vaccine distribution updates from provincial and local health officials
• Closed session for branding consultant and property negotiation update