2. DISCLOSURE OF PECUNIARY INTEREST AND THE NATURE THEREOF. Moved by Member Gibson, seconded by Member Woods

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1 March 16, 2016 Minutes of the Joint Animal Control Municipal Service Board Meeting held on Wednesday March 16, 2016 at 3:00 PM in the Township of Hamilton Municipal Office. un-approved Present: Staff: Chair G. Burns, Member Woods, Member Gibson Guest - Councillor Cane K. Surerus, Recording Secretary Mora Chatterson, Acting Shelter Manager Regrets: Member Sherwin 1. CALL TO ORDER 1.1 Chair Burns called the meeting to order at 3:01 pm. He welcomed HT Councillor Bill Cane who will be replacing Member Woods effective April. Councillor Cane is present to observe only. 2. DISCLOSURE OF PECUNIARY INTEREST AND THE NATURE THEREOF 2.1 There were no disclosures of pecuniary interest. 3. APPROVAL OF AGENDA AS CIRCULATED 3.1 Motion to approve the agenda as circulated. THAT the agenda be approved as circulated. 4. APPROVAL OF PREVIOUS MEETING MINUTES 4.1 Minutes of the JACMSB meeting held February 17, Moved by Member Burns, seconded by Member Woods THAT the minutes of the JACMSB meeting held February 17, 2016 be approved. 5. BUSINESS ARISING FROM PREVIOUS MINUTES Page 1 of 6

2 5.1 Strategic Plan - revised THAT the Strategic Plan as revised be deferred to the April meeting. 6. DELEGATIONS 6.1 There were no delegations. 7. CORRESPONDENCE 7.1 Letter from Cameco Corporation Re: "Place for Paws-sitive New Beginnings" Cameco Corporation generously donated and installed a computer, mouse, keyboard and monitor. This was wired to the photocopier for printing. The Chair, on behalf of the board will send a Thankyou letter to Cameco. 8. STAFF AND COMMITTEE REPORTS 8.1 Acting Manager Report dated March 16, The Acting Manager will contact Craig Richardson at the Ministry to determine if and what reporting is required. She will send out "Tracking Sheet" (animals in and out of the Shelter) to members when completed prior to next meeting. THAT the JACMSB directs the Acting Manager to proceed with those required purchases as identified within the 2016 budget, such purchases are to be funded from reserves, as there is no impact to the budget as approved by the board. Moved by Member Woods, seconded by Member Gibson THAT the report from the Acting Manager dated March 16, 2016, be received. Page 2 of 6

3 8.2 Shelter of Hope Consultant Report dated March 16, The report contained two recommendations: 1) Veterinary Coverage change to Port Hope Veterinary Hospital Identified that this is a multi person practise have a veterinarian on staff specializing in Shelter Medicine and providing pain management for the animals. Direction to the Acting Manager: That the Acting Manager contact Dale Road Veterinary to see if they will attend the Shelter of Hope to provide Rabies vaccination and pain management to animals at the Shelter as part of their service. If not, shift to PH /Veterinary Hospital in the interim, develop a RFP for Veterinary Services in consultation with Deb Stanton, consultant and further that the RFP be circulated to veterinarians within the 4 member municipalities. 2) Construct Isolation Room in garage for cats. Budget savings of $ were realized due to donated office items, computer, reduced expenses and holding some purchases such as 2nd computer and washtub. The manager and staff will review the list to determine other items that could be put on hold. The construction of an Isolation Room is approximately $11, THAT the Acting Manager be directed to contact Lang Construction to obtain a quote on the construction of an Isolation Room within the garage, such room to have one window, electrical and heat, to be located in the north part of the building, that the Acting manager consult with staff for their input and that this information be reported back to the Board. 8.3 Cramahe MOU with JACMSB - verbal update Kate Surerus The recording secretary advised that Cramahe will be in budget deliberations end of month and will review this item at that time. She will confirm the MOU fee with Cramahe clerk. 9. FRIENDS OF THE SHELTER OF HOPE Page 3 of 6

4 9.1 Previous Minutes of the Friends of the Shelter of Hope: February 01, Moved by member Gibson, seconded by Member Woods THAT the minutes of the Friends of the Shelter of Hope meeting held February 01, 2016 be received. 9.2 Reports from the Chair of the Friends of the Shelter of Hope: March 16, THAT the report from the Chair of the Friends of the Shelter of Hope dated March 06, 2016 be received. 10. NOTICE OF MOTIONS/RESOLUTIONS 11. BYLAWS 12. COMMENTS FROM THE CHAIR 12.1 Report from the JACMSB Chair dated March 16, The Food Truck is unable to locate on this property due to its size. The Chair advised that the Grand Opening event has been postponed. Moved by Member Woods, seconded by Member Gibson THAT the report from the Chair of the JACMSB dated March 16, 2016 be received. 13. NEW AND OTHER BUSINESS 13.1 JACMSB Business Plan Moved by Member Woods, seconded by Member Gibson THAT the JACMSB Business Plan (draft) be deferred to the next board meeting. Page 4 of 6

5 13.2 Grand Re-opening Event - Verbal The event is cancelled at this time Compassion Fatigue Workshop update - Verbal Chair Burns, Member Gibson, volunteer Christine and staff member Clayton attended. 14. CLOSED SESSION ITEMS 14.1 Motion to adjourn to a Closed Session of the JACMSB to discuss matters that fall under: Section 239(2)(b) of the Municipal Act - personal matters about identifiable individuals including municipal or local board employees. Re: Correspondence regarding feral cats - Greg Burns Section 239(2)(b) of the Municipal Act - personal matters about identifiable individuals including municipal or local board employees. Re: Shelter of Hope Manager - Verbal update - Beth Thompson Section 239(2)(b) of the Municipal Act - personal matters about identifiable individuals including municipal or local board employees. Re: Employee compensation THAT the JACMSB adjourn to a closed session to discuss matters pertaining to Section 239(2) of the municipal act as noted above at 4:30 pm Motion to reconvene to the Open Session of the Board meeting. THAT the JACMSB reconvene back to the open session at 5:45 pm. 15. NEXT MEETING 15.1 APRIL 20, 3:00 PM Page 5 of 6

6 Member Burns advised the JACMSB that he is stepping down as a board member and that Port Hope will appoint a new member before the next Board meeting. 16. ADJOURNMENT 16.1 Motion to adjourn. THAT the meeting be adjourned at 5:50 pm. Page 6 of 6