THE JOINT ANIMAL CONTROL MUNICIPAL SERVICE BOARD. SPECIAL MEETING AGENDA Township of Hamilton Municipal Office, 8285 Majestic Hills Dr, Camborne, On

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1 THE JOINT ANIMAL CONTROL MUNICIPAL SERVICE BOARD SPECIAL MEETING AGENDA Township of Hamilton Municipal Office, 8285 Majestic Hills Dr, Camborne, On DATE: Wednesday, June 1, 2016 TIME: 3:00 PM Page 1. CALL TO ORDER 2. DISCLOSURE OF PECUNIARY INTEREST AND THE NATURE THEREOF 2.1 There were disclosures of pecuniary interest. 3. APPROVAL OF AGENDA AS CIRCULATED 3.1 Motion to approve the agenda. 4. APPROVAL OF PREVIOUS MEETING MINUTES 5. BUSINESS ARISING FROM PREVIOUS MINUTES Vision and Mission and Strategic Plan of Shelter of Hope 6. STAFF AND COMMITTEE REPORTS Report: RFP for Veterinary Services 7. COMMENTS FROM THE CHAIR 8. NEW AND OTHER BUSINESS 9. CLOSED SESSION ITEMS 9.1 Motion to move into a closed session - Section 239(2) (b) of the Municipal Act - personal matters about an identifiable individual including municipal or local board employees. 9.2 Motion to reconvene back to the Open meeting. 10. ADJOURNMENT 10.1 Motion to adjourn. Page 1 of 12

2 DRAFT Strategic Plan - For Information Purposes Only Shelter of Hope Animal Services - ( ) Mission Statement To provide a safe and nurturing environment to homeless and lost dogs and cats in our community, and to be advocates in finding their forever homes. Vision Statement To be Northumberland s most progressive and respected leader in animal welfare and advocacy, characterized by compassion, integrity and creativity. Priority 1: LEADERSHIP IN ANIMAL WELFARE: Be a Leader in Best Outcomes for Animals in Our Care 1. Goal One: Increase Animal Adoptions 1.1. Explore and implement affordable ways that will result in increased animal adoptions 1.2. Hold special one-day adoption events 1.3. Seek funding to sponsor animal adoptions 1.4. Explore new programs and methods that assist with animal adoptions (e.g. Senior for Senior, Barn Cat Program, Hwy 2 signage) 1.5. Partner with entities that will work with SOH to promote animal adoptions 1.6. Review and coordination of return to owner program (e.g. animal identification, outreach in field service procedures, instructions on website etc ) 1.7. Promote adoptable animals via social media, advertising, marketing events, and pet adoption sites like petfinder.com, adoptapet.com, etc. 2. Goal Two: Promote Foster Program 2.1. Continue to provide support to Friends of the Shelter of Hope in their effort to recruit and invite foster families to sign up with SOH as provide foster care homes 2.2. Develop guidance and resource materials for the foster program; work with foster families to promote animal adoptions (informing foster families of offsite adoptions, etc.) 2.3. Plan and implement an annual recognition event with all foster volunteers invited Shelter of Hope Animal Services - DRAFT Strategic Plan ( ) Nov.5, 2015 page 1 of 6 Page 2 of 12

3 Priority 2: RESPONSIBLE PET GUARDIANSHIP Promote Responsible Pet Guardianship through Education and Outreach 1. Goal One: Promote Spay or Neuter of Pets 1.1. Collaborate with partners to promote affordable spay/neuter options 1.2. Create case management activities to increase responsible pet guardianship (e.g. followup calls to adopters of unneutered pets to insure that spay/neuter occurs) 2. Goal Two: Educate Public on Responsible Pet Guardianship 2.1. Community outreach through public education 2.2. Educate citizens on requirement regarding pet registration within the SOH services region 2.3. Offer information on website and social media 2.4. Develop brochure on pet guardianship 2.5. Carry out outreach in schools of the four funding municipalities for responsible pet guardianship 2.6. Explore working with entities that can offer workshops or classes at SOH in animal training or education, new pet owner class, etc Educate public through outreach activities on surrender intervention 3. Goal Three: Surrender Intervention 3.1. In conformity with Shelter policies, after an animal is surrendered, the Shelter of Hope will create a list of referrals (rescue groups, etc) or alternatives for owner turn ins, and post the list on website, social media, brochure, etc. Priority 3: COMMUNITY COLLABORATION 1. Goal One: Collaborate with local veterinarians 1.1. Work with local veterinary medical association for collaboration of veterinarians to provide in kind services (spay/neuter, microchip, and provide rabies vaccine to adoptable animals) 1.2. Explore options to recruit veterinarians to assist with vetting animals for adoption fairs 1.3 Explore potential partnerships with Veterinary College programs 2. Goal Two: Expansion of Volunteer Program 2.1. Develop volunteer opportunities such as: socializing cats; dog walking; event Shelter of Hope Animal Services - DRAFT Strategic Plan ( ) Nov.5, 2015 page 2 of 6 Page 3 of 12

4 participation; general volunteer duties, etc Continue to recruit volunteers and develop a structured volunteer program to assist with animal adoptions, surrender interventions and live release programs, etc Engage animal interest groups and public volunteers to participate in any new and existing services at SOH Develop a Policy and Procedures Manual for volunteers and a corresponding training plan 3. Goal Three: Partner with Rescue Groups 3.1. Update rescue groups application, guidelines, and code of conduct Continue to identify and invite new rescue groups to sign up with SOH to assist with the live release of impounded animals Build productive relationships with animal rescue groups that will help to promote SOH goals and objectives. Priority 4: BUSINESS PRACTICES: Strengthen the Efficiencies and Effectiveness of Business Practices 1. Goal One: Track trends in deficiencies, compliance reports, and audits related to SOH 1.1. Monitor through internal audits, provincial audits, and quality assurance processes and make recommendations to address deficiencies and noncompliance. 2. Goal Two: Evaluate and make recommendations to reduce employee-related injuries, accidents, and related agency expenses 2.1. Examine employee related injury trends over past several years (incidents and cost) 2.2. Recommendation to address trends, including specific trainings for preventable incidents 2.3. Implement training program to improve the safety of employees, public, and the animals 3. Goal Three: Evaluate and make recommendations to improve financial reporting, tracking of animals, inventory, and management of special programs that promote animal adoption 3.1. Improve process and train staff for documenting all calls into a searchable, digital call log 3.2. Reconcile software counts with actual physical counts in shelter 3.3. Explore shelter management software options 3.4. Explore additional grant funding 3.5. Continue to provide monthly reports showing the number of incoming and outgoing animals so as to monitor trends, etc. Shelter of Hope Animal Services - DRAFT Strategic Plan ( ) Nov.5, 2015 page 3 of 6 Page 4 of 12

5 4. Goal Four: Assess and evaluate public/customer feedback regarding the quality of services by SOH staff in all areas 4.1. Develop assessment tools that are user friendly and available for public 4.2. Track trends in complaint data and report to JACSB 4.3. Make recommendations to improve the quality of customer services 4.4. Make followup phone calls to adopters 5. Goal Five: Review and provide recommendations for improvement on response time of calls 5.1. Monitor response times through quality assurance tools and internal audits 5.2. Improve record keeping 5.3 Encourage reporting to municipal partners regarding services provided 6. Goal Six: Improve Methods of Communication 6.1. Explore opportunities for improved communications through print, television, radio (local cable channel, local media sources) Submit press releases to media about new or improved services, new programs,events, success stories, etc Continue transparency on issues or concerns by public 6.4. Maintain open communication between outside groups and SOH management Post reports and other pertinent information on website, Facebook, etc Maintain and convene community group meetings to address various priority animal related issues, utilizing electronic technology to share ongoing information 6.7 Prepare and circulate semi-annual Progress Reports to member municipalities 7. Goal Seven: Prepare a (10) ten year Asset Management Plan 7.1. Prepare plans for projected capital expansion costs and operating impacts in a (10) ten year horizon 7.2. Establish maintenance requirements for buildings in a (10) ten year horizon 7.3. Establish maintenance requirements and policies for equipment renewal (equipment replacement by-law) 7.4. Investigate costs and available funding (i.e. grant funds, major donations, etc) that can support the development of a surgery suite at the SOH 8. Goal Eight: Prepare a Management Operations Plan 8.1. Review and update annually the existing Joint Animal Control Municipal Service Board agreement Shelter of Hope Animal Services - DRAFT Strategic Plan ( ) Nov.5, 2015 page 4 of 6 Page 5 of 12

6 8.2. Develop a communications protocol for reporting of incidents affecting individual or partner municipalities 8.3. Update existing Joint Animal Control Bylaws 8.4. Develop an annual Business Plan format to be circulated to member municipalities 8.5. Update an overall policy and procedures manual 8.6. Develop Health and Safety Policy and Procedures and ensure training (i.e. WHMIS) 8.7. Develop a Human Resources Policy and Procedures manual 8.8. Prepare a plan for future staffing levels 8.9. Develop a policy and plan to make the SOH an accessible facility Prepare a management model for the SOH which includes size and future planning 9. Goal Nine: Prepare a Financial Operations Plan and Strategy 9.1. Initiate a 3-year budget plan as part of the budget process 9.2. Establish policies/procedures and a comprehensive strategy to better coordinate and manage fundraising and grantsmanship efforts 9.3. Develop long-term relationships and history with donors Priority 5: WORKFORCE: Developing a Competent and Professional Workforce 1. Goal One: Develop employee training programs that are specific to each position 1.1. Orientation of roles and responsibilities for each position 1.2. Effective communications with public members and best practices for excellent customer service Develop competencies for new employees 1.4. Explore options for training of each position (local training, DVD, website, etc...) 2. Goal Two: Implement continuing education section in staff meetings 2.1. Develop program review of animal diseases, identification, sanitation, outbreak control and management, surrender intervention techniques, courtroom etiquette, etc...) Explore opportunities to provide additional continuing education for staff. 3. Goal Three: Continue efforts to recruit and retain qualified employees 3.1. Perform market-based salary analyses on, at minimum, positions with highest turnover rate and greatest difficulty recruiting 3.2. Review and update standard employee operating procedures 3.3. Develop an employee succession plan Shelter of Hope Animal Services - DRAFT Strategic Plan ( ) Nov.5, 2015 page 5 of 6 Page 6 of 12

7 Shelter of Hope Animal Services - DRAFT Strategic Plan ( ) Nov.5, 2015 page 6 of 6 Page 7 of 12

8 Shelter of Hope REPORT TO: Joint Animal Control Municipal Services Board FROM: Mora Chatterson, Acting Shelter Manager RE: RFP for Veterinary Services DATE: June 1, 2016 RECOMMENDATION(S): 1. That this report be received as information, and; 2. That the Board award the Veterinary Services to Port Hope Vet Hospital, and; 3. That an agreement for the Veterinary Services be drafted by a solicitor, for the signature of the Board and Port Hope Vet Clinic. BACKGROUND: On April 25, 2016 the Shelter of Hope sent out Request for Proposals (RFP) to twelve (12) veterinaries within Northumberland County. The RFP s were due back to the Shelter of Hope no later than May 17, 2016 at 3:00pm. The Shelter of Hope received two RFP by the due date, they were from Pine Ridge Vet Clinic and Port Hope Veterinary Hospital. The two RFP s were opened and review by staff. Attached are three recap sheets that represent what was requested in the RFP, the three areas were: 1. Scope of Project 2. Mandatory Requirements 3. Price Proposal Taking into consideration these requirements and reviewing the RFP s from Pine Ridge Vet Clinic and Port Hope Veterinary Hospital, they both met all the requirements of the RFP. While reviewing the pricing proposal, Port Hope Veterinary Hospital is lower in all area except for three. The first area is for feline antibiotic, the second one is for vaccines. The fee for vaccines is slightly higher for Port Hope Veterinary Hospital if they administer the vaccine themselves. If they teach Shelter staff to give the vaccines then Page 8 of 12

9 their price is lower as we only have to pay for the vaccines. Staff cannot give the rabies vaccines, but can give the DA2PP, Bordetella and FVRCP. Finally the third one is rabies at shelter call fee. The rabies shots are currently given to the animals at the vets office and not at the Shelter. One thing staff wanted to point out to the Board is on the pricing proposal sheet, points a through h and j are all currently being covered by donations and points i, k,l, m and n are covered by budget monies. Therefore the donation funds will last longer if we use the lower priced vet. CONCLUSION: Based on the results of the two RFP s that were received the staff are recommending that the Board approve that the veterinary service contract be awarded to Port Hope Veterinary Hospital. Page 9 of 12

10 Page 1 RFP For Veterinary Services Scope of Project 5-6 days a week service Requirements Pine Ridge Vet Clinic Port Hope Vet Hospital On Call Clinic available Provide humane euthanasisa Sedation prior to euthanasia Sedation prior to euthanasia Provide training to Shelter Staff for administration of common medications Read and agree to Scope of Project gave a detailed description of what they will provide to staff Provide animal husbandry education to staff re feral casts Read and agree to Scope of Project gave a detailed description of what they will provide to staff Page 10 of 12

11 Page 2 RFP For Veterinary Services Mandatory Requirements Pine Ridge Requirements Vet Clinic Valid Veterinary License from Province of Ontario Port Hope Vet Hospital Hours of Operations After Hours Availability Provide technical assistance or advice on desease outbreak at Shelter Proof to perform pediatric feline say and neuters Kawartha Veterinary Emergency Clinic Said but no proof provided Cavan Hill Veterinary Service (we currently use them) Said yes gave a reference which I confirmed they do Page 11 of 12

12 Page 3 RFP For Veterinary Services Price Proposal Req Pine Ridge Vet Clinic Port Hope Vet Hospital Female Spay Pediatric Feline Spray a Male Neuter Female Spay Immature Feline b Male Neuter Female Spay Mature Feline c Male Neuter Male Under d Immature Canine over Female Under under 22 lbs over and over Male Under e Mature Canine over Female Under under 22 lbs over and over f Physical Examination views single g X-Rays views additional h Sedation prior to Euthenasia under20 Feline i Feline Euthenasion and cremation Canine under under over Canine Feline Antibiotic j Medication Steroid Tablets Pain Medication k Retainer Fee 2, , DA2PP l Vaccines Bordatella given by given FVRCP Staff by Vet Canine Rabies Feline Rabies m Rabies at Shelter - Call Fee 50+ Cost of shot n Microchip we provide the chip that cost $ if we provide the chip or $20.00 if they provide the chip Page 12 of 12

ANTIOCH ANIMAL SERVICES

ANTIOCH ANIMAL SERVICES STRATEGIC PLAN July 2009 June 2012 Antioch Animal Services is a bureau of the Antioch Police Department and is responsible for public safety, enforcing local and state laws, as