THE JOINT ANIMAL CONTROL MUNICIPAL SERVICE BOARD MEETING AGENDA Township of Hamilton Municipal Office, 8285 Majestic Hills Drive, Camborne Ontario DATE: Wednesday, October 19, 216 TIME: 3: 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 3-8 4.1 Minutes of the JACMSB meeting held September 21, 216. 5. BUSINESS ARISING FROM THE MINUTES 5.1 The Clerk Advisory group will be meeting November 1th at 9:3 to discuss the following items: 1. Board s proposed change in name from Shelter of Hope to Joint Animal Services ( Animal Pound ) 2. Permanent Dog Tags 3. Regulating By-law Review/Enforcement/Restraining Orders 4. By-law Officer/POA Officer Training 5. Closed meeting procedures 6. DELEGATIONS 7. CORRESPONDENCE 9-15 7.1 By-law Enforcement Training Opportunity ( forwarded from Town of Cobourg) 8. COMMITTEE REPORTS 16 8.1 Friends of the Shelter of Hope Re: TNR 17-18 8.2 Friends of the Shelter of Hope Re: Hours of Operation Page 1 of 35
Page Joint Animal Control Municipal Service Board Wednesday, October 19, 216 9. STAFF REPORTS 19-22 9.1 Report from the Manager Re: September stats - month to month and year to date. 23 9.2 Report from the Manager Re: Association of Animal Shelter Administrators of Ontario conference 24-32 9.3 Report from the Treasurer Re: 215 Financial Statements 33-35 9.4 Report from the Treasurer Re: YTD vs Budget September 3, 216 1. BYLAWS 11. COMMENTS FROM THE CHAIR 12. NEW AND OTHER BUSINESS 13. CLOSED SESSION ITEMS 14. ADJOURNMENT 14.1 Motion to adjourn. Page 2 of 35
September 21, 216 Minutes of the Joint Animal Control Municipal Service Board Meeting held on Wednesday September 21, 216 at 3: PM in the Township of Hamilton Municipal Office. Present: Staff: Regrets: Member Polutnik, Member Gibson, Member Cane K. Surerus, Recording Secretary E. McKinley, Manager Member Sherwin 1. CALL TO ORDER 1.1 A quorum of members was present. Chair Polutnik called the meeting to order at 3:4 pm. 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 presented. Moved by Member Gibson, seconded by Member Cane THAT the agenda be approved as presented. CARRIED. 4. APPROVAL OF PREVIOUS MEETING MINUTES July 2, 216 4.1 Minutes of the JACMSB meeting held July 2, 216. Moved by Member Gibson, seconded by Member Cane THAT the minutes of the JACMSB meeting held July 2, 216 be approved. CARRIED. 5. BUSINESS ARISING FROM PREVIOUS MEETING MINUTES 5.1 Alderville First Nation meeting - status Alderville First Nations have contacted the Shelter manager, apologized for the delay, and advised that they will be sending payment of the outstanding billing statement. Page 3 of 35
Joint Animal Control Municipal Service Board Wednesday, September 21, 216 5.2 Barn Cat Program - #days to keep cat to be established. It was agreed that barn cats will be kept no longer than 3 days (inhumane if longer) and that the Shelter increase promotion of fostering/adoption during that 3 day time frame. 5.3 Veterinary Services Contract RFP (Item 12.1 - Resolution July 2, 216 minutes). Primary needs of the Shelter are Spay, Neuter & Vaccinations. Re: July 2, 216 JACMSB meeting minutes - Item 12.1 Moved by Member Gibson, seconded by Member Polutnik THAT the JACMS Board rescinds the motion of the July 2, 216 Board meeting - item 12.1 regarding the service contract with the Port Hope Vet Hospital. CARRIED. Moved by Member Polutnik, seconded by Member Cane THAT the JACMS Board accepts the proposal from the Port Hope Vet Hospital together with the original service pricing submitted for the provision of animal services to the Shelter of Hope and authorizes the Chair and Manager to sign and execute the agreement. CARRIED. 5.4 Road signage - status Member Cane reported that the signs are installed. 6. DELEGATIONS 6.1 Dr. Young, Port Hope Veterinary Hospital Re: Observations of Shelter of Hope facility Chair Polutnik advised the committee that Dr. Young was unable to attend due to personal commitment. 7. CORRESPONDENCE 7.1 There were no correspondence items. 8. COMMITTEE REPORTS 8.1 Report from Christine Rowland, Chair Friends of the Shelter of Hope Page 4 of 35
Joint Animal Control Municipal Service Board Wednesday, September 21, 216 Re: TNR program Christine brought forward this report as a follow-up to the July 2 report. There are costs to run this program. It should first be identified if there is a cat problem within the member municipality jurisdictions. There is a need to reduce veterinary rates. There is a volunteer group of 2 people in the Colborne area offering this TNR program. The board advised that they will take the report information under advisement. The board needs hard numbers to reflect what the basic costs will be. It is a good program but not the right fit for the Shelter. 9. STAFF REPORTS 9.1 Report from the Treasurer Re: Year to Date vs Budget Moved by Member Gibson, seconded by member Polutnik THAT the JACMS Board accepts the report from the treasurer regarding the year to date vs budget information. CARRIED. 9.2 Report from the Treasurer Re: Transfer from Reserves ($5) Moved by Member Polutnik, seconded by Member Gibson THAT the report from the Treasurer regarding the request to transfer $5 from the Mercy Fund reserve account (donation to cover vet bill) to the operating account to cover veterinary costs be approved. CARRIED. 9.3 Report from the Treasurer Re: Intuit Payroll (Quick Books) Moved by Member Cane, seconded by Member Gibson THAT the report from the Treasurer regarding the Intuit payroll software be received and that the Treasurer and Shelter Manager be authorized to purchase and implement the Intuit payroll software for the in-house provision of payroll service for the Shelter. CARRIED. 9.4 Report from the Treasurer Re: PetPoint Microchip Program Contract Page 5 of 35
Joint Animal Control Municipal Service Board Wednesday, September 21, 216 Moved by Member Polutnik, seconded by Member Cane THAT the report from the Treasurer regarding Pet Point Data Management System be received and that the Shelter Manager be directed to proceed with the purchase and implementation of the Pet Point Microchip Program and further that the manager arrange for In-house training for all Shelter staff. CARRIED. 9.5 Report from the Manager Re: July - August Stats Moved by Member Polutnik, seconded by Member Gibson THAT the report from the Manager regarding Shelter stats to date, be received for information. CARRIED. 9.6 Report from the Manager Re: Coyote presence Moved by Member Polutnik, seconded by Member Cane THAT the report from the Manager regarding coyote presence within the Town of Cobourg and the updated version of "Managing Human/Wildlife Conflict" pamphlet be received for information. CARRIED. 9.7 Report from the Manager Re: Viral Outbreak/Veterinary Expenses (report to be distributed at meeting) The Board Chair and Dr. Young will sit down with staff to review protocols. He would like to have Dr. Young attend the Shelter facility in future rather than taking infectious animals to his clinic. This will reduce risk of further spread of infection. The chair was not informed of the infection outbreak at the Shelter until September 9. The Chair should be informed and be the media contact rather than the Shelter manager. Dr. Young is willing to cc the board chair of any intakes into the Vet Hospital. Good news stories should be shared with the members of the Board and public. The Shelter needs to let the public know what we are doing right and what we are good at. Facebook can be used to get the stories out i.e new cat at shelter. Moved by Member Gibson, seconded by Member Cane THAT the report from the manager regarding the Viral outbreak at the Shelter and subsequent Veterinary expenses be received. CARRIED. Page 6 of 35
Joint Animal Control Municipal Service Board Wednesday, September 21, 216 1. BYLAWS 1.1 There were no by-laws at this time. 11. COMMENTS FROM THE CHAIR Chair Polutnik met with Member Gibson and two partner Mayors for a discussion. The chair prepared a report and provides the following recommendations: Moved by Member Polutnik, seconded by Member Cane THAT the "Shelter of Hope" facility name be changed to "Joint Animal Services". CARRIED. 11.2 Amend by by-law the Agreement to delete all reference to "shelter" and replace with "pound". The Clerks group to make changes and bring forward to each respective Council for approval. Moved by Member Polutnik, seconded by Member Cane THAT as a result of the facility name change to "Joint Animal Services", that the JACMSB Agreement be amended to delete all reference to "shelter" and replace with "pound". CARRIED. 11.3 Rename the Friends of the Shelter of Hope committee to "Friends of Animals". There are many things that this group could do to benefit animals such as work with the Humans Society and the SPCA. The Chair has agreed to meet with this group to elaborate on this new model and assist the group to become a new entity separate from the Board. When a formal plan is developed and accepted, the Friends of the Shelter of Hope will be dissolved by the board. Moved by Member Gibson, seconded by Member Polutnik THAT the "Friends of the Shelter of Hope" committee be renamed to "Friends of Animals" and further that at such time as a formal plan for the new model is developed and accepted, the board shall dissolve the Friends of the Shelter of Hope committee. CARRIED. 12. OTHER BUSINESS 12.1 Outstanding items: Flow Chart - Journey of a Cat & Dog Isolation Room - have to travel through the facility to gain access to this room. Short term fix - Construct exterior opening and install windowed door. Page 7 of 35
Joint Animal Control Municipal Service Board Wednesday, September 21, 216 Strategic Plan - mission, vision & values Moved by Member Polutnik, seconded by Member Gibson THAT staff be directed to investigate the costs to construct an external opening and install a windowed door. CARRIED. 13. CLOSED SESSION ITEMS 14. ADJOURNMENT 14.1 Motion to adjourn. Moved by Member Polutnik, seconded by Member Cane THAT the meeting of the JACMSB be adjourned at 4:53 pm. CARRIED. Page 8 of 35
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REPORT TO: Joint Animal Control Municipal Services Board FROM: Christine Collie Rowland, Chair, Friends of the Shelter of Hope SUBJECT: TNR (Trap, Neuter, Return) Program DATE: October 19, 216 RECOMMENDATIONS: 1. That this report be received as information, and: 2. That the Board consider funding a pilot TNR (Trap/Neuter/Return) project that would be run by volunteers As a followup to my reports of July 2, 216 and September 19, 216, and as requested by board members at the September 19th JACMSB meeting, I am enclosing a costing proposal below: COSTS FOR PILOT TNR PROJECT FOR FERAL AND COMMUNITY CATS It is anticipated that reduced price vet fees for a TNR (spay/neuter, vaccination) program would average $15./cat (This is based on rates in current vet contract and on rates for a similar program in Colbourne). For example, a pilot project budget of $7,5. could handle 5 cats. If the person committing to ongoing care of the TNR d cat paid $5./cat, then the pilot project would be able to include 75 cats. A pilot project of $1,. combined with a $5. payment from the caregiver, would result in 1 cats in the programme. NOTE: In the 12 month period following implementation of the Barn Cat Program, (Apr 215-Apr 216) there were 79 cats in the barn cat programme. It is unknown how many cats would be identified for this program. If a TNR program was implemented and promoted, then people would feel comfortable to identify homeless streetcats/alleycats that they had been feeding and apply to the programme. Currently people don t report them for fear of those cats getting picked up and taken to the pound. POTENTIAL BENEFITS A 2-year study published in the peer-reviewed The Veterinary Journal at found that "Shelter cat impoundment from the target area decreased by 66% during the 2-year study period, High-impact TNR combined with the adoption of socialized cats and nuisance resolution counseling for residents is an effective tool for reducing shelter cat intake." Source: http://www.sciencedirect.com/science/article/pii/s19233141841 In Jacksonville, Florida, for example, free-roaming cats are trapped, neutered, vaccinated, microchipped and returned to their colonies by animal control officers, not just feral cat caregivers. If they come back into the shelter system, they are returned to the colony identified on their chip. Community satisfaction surveys run at 9% positive. Rather than cause deaths, the report states, the community cat solution in Jacksonville has seen a 5% reduction in shelter cat deaths, simply because neuter/return has been owned at a community level. http://www.animals24-7.org/215/8/2/what-to-call-cats-why-their-name-matters/ Another example: Johnson City, IN, animal services reports that the death rate for cats has dropped 83% thanks to a TNR program. "And it s not just about saving cats lives," they note. " It s also saving a lot of money... On top of that, the shelter is seeing a lower rate of employee turnover... employees are now being asked to put down animals far less often, so their jobs are much more enjoyable": 1 Page 16 of 35
REPORT TO: Joint Animal Control Municipal Services Board FROM: Christine Collie Rowland, Chair, Friends of the Shelter of Hope SUBJECT: Joint Animal Services Hours of Operation DATE: October 19, 216 RECOMMENDATIONS: 1. That this report be received as information, and: 2. That the Board review the hours that the JAS is open to the public, and consider extending Saturday hours until 4pm, and being open one evening midweek until 6pm. BACKGROUND: In previous years the hours at the JAS alternated between 1am to 4pm in colder months and 1am to 5pm in warmer months. In the May 216 JACMSB agenda, there was a staff report from Mora Chatterson entitled " Hours of Operations for Shelter" which stated "In speaking with staff they feel, from past history that the activity at the actual Shelter during the extended hours does not seem to be any busier, and in fact there are times when no one comes to the Shelter and staff are just spending an extra hour there for no reason, therefore extended hours are not warranted." The staff report recommendation was "Staff would recommend that the Shelter of Hope s hours year round be Monday Friday 1-4, Saturday 9-1 and closed Sundays and holidays" And in 7.7 of the May 18, 216 agenda, it was Moved by Member Gibson, seconded by Member Polutnik THAT the Shelter of Hope hours of operation be standardized to Monday-Friday 1-4 and Saturday 9-1, closed Sundays and holidays. CARRIED. RECOMMENDATION: JACMSB passed a motion on September 21, 216 specifying a 3-day limit goal for cats and dogs at the facility. In order to meet that goal, there will need to be a ramped up effort to get animals, especially cats, adopted quicker. It is recommended that the reduction of 5 hours of open time approved by the board on May 18, 216 be reversed, and instead, to use 3 of those saved 5 hours to start having the JAS open to the public from 1pm to 4pm on Saturdays and to be open until 6pm one evening a week as a test pilot in order to help increase adoptions and decrease length of stays. RATIONALE : Most people have jobs and can't go to the JAS between 1am-4pm during the week, and although the JAS is open from 9am-1pm on Saturdays, there are many people who work Saturdays in retail and service industries. Plus if a person can only visit once a week on Saturday, they would not be able to reclaim their missing pet within the holding period. With the current weekday closing time of 4pm, If a person s pet was lost, and they work Mon-Fri, they aren t able to go to JAS to claim their pet within the holding period. Since the objective of the JAS is to get the animals that come into its care either returned to owner or adopted, it would make sense to be open one evening mid-week (Wednesday).. Having it open an evening could also make it possible for people who had never been able to visit the JAS during business hours, to visit and learn about the JAS, perhaps fill out a volunteer form, maybe make a donation, and hopefully adopt a cat or dog. 1 Page 17 of 35
COMPARISONS The staff report, that recommended shorter open hours, didn't include any comparisons to open hours of other animal services facilities. The staff report can be viewed at: https://alnwickhaldimand.civicweb.net/filestorage/6b327ab9c24d7f839b29e267e464bc-may%218,%2216%2 Shelter%2Hours%2Report.pdf For comparisons, I ve included below a list of 7 similar local and regional facilities and their open hours. Of note, is that all stay open on Saturdays until 4:-5:pm whereas the JAS closes at 1:pm. Some are open on Sundays (Belleville 1pm-4pm) Some are open evenings (Whitby: Wed & Thurs: 8:am-7:pm; Ajax: Wed, Thurs & Fri 8:3am-7:pm) None have such limited open times as the JAS. Most also open to the public earlier. In addition, most also have special "Adoption Day" events with extended open hours. Northumberland Humane Society Hours: open 11am to 4pm daily Mon-Sat. Whitby Animal Services http://www.whitby.ca/en/residents/animalservices.asp Monday, Tuesday, Friday and Saturday: 8: a.m. to 4:3 p.m. Wednesday & Thursday: 8: a.m. to 7: p.m. Closed Sundays and Holidays Oshawa Animal Services https://www.oshawa.ca/residents/animals.asp Adoption Hours are Monday through Saturday 1: a.m. to 4: p.m Closed Sunday and all statutory holidays Ajax Animal Services http://www.ajax.ca/en/insidetownhall/animalservices.asp Monday & Tuesday - 8:3am - 4:pm Wednesday, Thursday, Friday - 8:3am - 7:pm Saturday - 9:am - 4:3pm Sunday - closed to the public City of Belleville Animal Services (subcontracted to Quinte Humane Society) http://www.quintehumanesociety.com/contact-us.php Hours: Mon - Sat 12pm - 5pm, Sunday 1pm - 4pm Georgina Animal Control and Adoption Centre, Keswick Animal Shelter Summer Hours of Operation, Open to the Public (June 1 to September 3th) Monday to Friday 8:3 a.m. to 5:3 p.m. and Saturday 8 a.m. to 4 p.m. Peterborough Humane Society (is contracted by City of Peterborough and the Municipality of Trent Lakes for animal control) Hours Mon to Sat: 1am-4pm. MAKING IT WORK Opening one evening midweek and extending Saturday hours would be easy to promote with a press release to the media and on social media. 2 Page 18 of 35
Shelter of Hope REPORT TO: Joint Animal Control Municipal Services Board FROM: Elizabeth McKinlay, Shelter Manager RE: Monthly Statisitcs DATE: October 19, 216 RECOMMENDATION(S): 1. That this report be received as information BACKGROUND: Attached is the statistics for the Shelter of Hope for the month of September. Dog intake for the month of September is down slightly from last year. YTD Dog intake in 216 is down 2% over the same period in 215. Cat intake numbers are down considerably in September due to the hold on intakes during the upper respiratory outbreak. YTD Cat intake in 216 is up 8% over the same period in 215. The average number of days a dog remains in the Shelter is about the same as last year at 8.6 days. The average number of days that a cat remains at the Shelter has increased from 31.6 in 215 to 43.9 in 216. This increase is due to the extended time the cats had to wait to ensure they were healthy before being fixed after the outbreak. On September 3, 216 there was one dog and 52 cats and kittens at the Shelter. CONCLUSION: Staff would ask that the Board review the statistics and accept this report for information. Page 19 of 35
Page 2 of 35 Joint Animal Control Monthly Statistics September 216 All Port Hope / Alnwick / Cramahe Abandoned at Cobourg Hamilton September 216 Municipalities Hope Haldimand. Shelter Dogs Cats Dogs Cats Dogs Cats Dogs Cats Dogs Cats Dogs Dogs Cats Number of Animals Remaining from previous month 4 77 1 11 2 29 25 12 1 Number of Animals Entering Shelter as Strays 13 4 2 3 3 2 6 1 Number of Animals Entering Shelter as Surrenders Number of Animals Entering Shelter as Returned Adoptions 1 1 Number of Animals Entering Shelter as Police Assist/Quar. 1 1 Number of Animals Redeemed (Picked up by Owner) 13 2 4 2 5 Number of Animals Adopted from Shelter 4 13 1 3 1 4 3 1 3 1 Number of Animals Adopted from Pet Store 7 2 2 1 2 Number of Animals transferred rescue/humane society Number of Animals Adopted through Barn Cat Program Number of Animals Still Born or abandonded young DIC 4 3 1 Number of Animals DOA or Died in Cage 5 1 2 1 1 Number of Animals Missing/ Escaped from cage Number of Animals Euthanized due to Health Reasons 1 1 Number of Animals Euthanized Due to Aggression Number of Wild Animal Calls Police Assist/Involved Number of Tickets Issued Compliance Calls Number of Animals in Shelter 2 2 8 2 2 2 3 1 2 September 3, 216 1 49 1 6 18 19 5 1 Number of Animals in Pet Store September 3, 216 3 1 1 1
Page 21 of 35 Joint Animal Control Monthly Statistics January 1 - September 3, 216 All Port Hope / Alnwick / Cramahe Abandoned at Cobourg Hamilton January-September 216 Municipalities Hope Haldimand. Shelter Dogs Cats Dogs Cats Dogs Cats Dogs Cats Dogs Cats Dogs Dogs Cats Number of Animals Remaining from previous year 3 14 2 6 6 2 Number of Animals Entering Shelter as Strays 16 319 22 64 35 112 21 75 19 66 7 2 2 Number of Animals Entering Shelter as Surrenders 2 1 1 1 1 Number of Animals Entering Shelter as Returned Adoptions 2 7 3 3 2 1 Number of Animals Entering Shelter as Police Assist/Quar. 9 1 2 3 1 3 1 Number of Animals Redeemed (Picked up by Owner) 77 1 17 6 27 4 17 15 1 Number of Animals Adopted from Shelter 25 116 6 27 8 37 3 25 4 26 4 1 Number of Animals Adopted from Pet Store 73 22 2 13 17 1 Number of Animals transferred rescue/humane society 5 1 3 1 1 1 Number of Animals Adopted through Barn Cat Program 43 6 18 8 11 Number of Animals Still Born or abandonded young DIC 2 2 1 1 7 Number of Animals DOA or Died in Cage 1 1 1 1 3 5 1 Number of Animals Missing/ Escaped from cage 3 1 2 Number of Animals Euthanized due to Health Reasons 6 3 9 2 8 1 7 1 6 2 Number of Animals Euthanized Due to Aggression 4 2 1 1 Number of Wild Animal Calls 6 4 1 1 Police Assist/Involved 15 4 7 2 2 Number of Tickets Issued 8 7 1 Compliance Calls Number of Animals in Shelter 79 27 19 21 12 September 3, 216 1 49 1 6 18 19 5 1 Number of Animals in Pet Store September 3, 216 3 1 1 1
September 216 Number of Animals Entering Facility Number of Animals Redeemed (Picked up by Owner) Number of Animals Adopted/ Transfered from Facility Number of Animals DOA or Died in Cage Number of Animals Euthanized due to Health Reasons Number of Animals Euthanized Due to Aggression Average Care Days per Animal in Facility Veterinary Cost for Spay and Neuter Number of Wild Animal Calls Police Assist/Involved Number of Tickets Issued Compliance Calls Number of Animals in Shelter September 3 Joint Animal Control Comparison Statistics September 216 Spetember 214 Dogs $ 13 8 7 4 644.37 Spetember 215 Dogs $ 16 14 3 168.44 Spetember 216 Dogs $ 14 13 4 393.38 YTD 214 Dogs YTD 215 YTD 216 1 4 2 16 6 2 3 2 27 24 15 2 9 1 8 12 7 8 135 96 79 157 2 1 1 2 1 1 $ 83 57 2 3 15 9 5,49.44 $ Dogs 148 92 52 3 3 8.4 4,363.87 $ Dogs 119 77 3 1 6 4 8.6 3,1.65 September 216 Number of Animals Entering Facility Number of Animals Redeemed (Picked up by Owner) Number of Animals Adopted/ Transfered from Facility Number of Animals DOA or Died in Cage Number of Animals Euthanized due to Health Reasons Number of Animals Euthanized Due to Aggression Average Care Days per Animal in Facility Veterinary Cost for Spay and Neuter Number of Wild Animal Calls Police Assist/Involved Number of Tickets Issued Compliance Calls Number of Animals in Shelter September 3 Spetember 214 Spetember 215 Spetember 216 Cats Cats Cats 61 41 5 5 2 22 42 2 5 1 9 13 13 1 17 YTD 214 YTD 215 YTD 216 Cats Cats Cats 387 34 328 1 29 1 16 196 236 16 12 3 74 24 3 16 9 2.6 31.6 $ 847.5 $ 2,91.33 $ 3,311.24 $ 6,94.52 $ 13,732.83 43.9 $ 17,277.56 1 4 2 16 6 2 3 2 27 24 15 2 9 1 8 12 7 8 135 96 79 35 44 52 35 44 52 Page 22 of 35
Shelter of Hope REPORT TO: Joint Animal Control Municipal Services Board FROM: Elizabeth McKinlay, Shelter Manager RE: Association of Animal Shelter Administrators of Ontario (AASAO) Conference DATE: October 19, 216 RECOMMENDATION(S): 1. That this report be received as information BACKGROUND: I attended a two day conference and annual general meeting of the Association of Animal Shelter Administrators of Ontario. There were many presentations which include the topics: Cat Healthy Program, Raccoon Rabies Control in Ontario, Neonatal Care for puppies and kittens, Compassion Fatigue, Nature vs Nurture for Shelter Dogs, Care & handling of exotic birds, and Care and handling of reptiles. The presentation on Neonatal Care of Kittens was given by Dr. Emmanuel Fontaine and contained new insights in the care of newborns that can be in place for the spring in time for the next kitten season after consulting with the Shelter s veterinarian. The presentation on Nature vs Nurture for Shelter Dogs was given by animal behaviour consultant Joan Weston and looked at some of the primary influences on canine behaviour in the shelter environment. The goal is to enable shelter workers to better understand what behaviours may be modified with conditioning, and what behaviours may be more hard wired and thus, resistant to training or behaviour modification. We also considered; How relevant or predictive is temperament testing? This conference was an excellent opportunity to speak with other shelter operators and discuss methods used in other shelter operations as well as staffing. CONCLUSION: Staff would ask that the Board review and accept this report for information. Page 23 of 35
CORPORATION OF THE TOWNSHIP OF HAMILTON JOINT ANIMAL CONTROL MUNICIPAL SERVICES BOARD FINANCIAL STATEMENTS DECEMBER 31, 215 Page 24 of 35
INDEPENDENT AUDITORS' REPORT To the Members of the Joint Animal Control Municipal Services Board, the Members of Council, Inhabitants and Ratepayers of the Township of Hamilton Report on the Financial Statements We have audited the accompanying financial statements of the Joint Animal Control Municipal Services Board of the Corporation of the Township of Hamilton, which comprise the statement of financial position as at December 31, 215, the statements of operations and accumulated surplus, change in net financial assets and cash flows for the year then ended, and a summary of significant accounting policies and other explanatory information. Management s Responsibility for the Financial Statements Management is responsible for the preparation and fair presentation of these financial statements in accordance with Canadian Public Sector Accounting Standards, and for such internal controls as management determines are necessary to enable the preparation of financial statements that are free from material misstatement, whether due to fraud or error. Auditors' Responsibility Our responsibility is to express an opinion on these financial statements based on our audit. We conducted our audit in accordance with Canadian generally accepted auditing standards. Those standards require that we comply with ethical requirements and plan and perform the audit to obtain reasonable assurance about whether the financial statements are free from material misstatement. An audit involves performing procedures to obtain audit evidence about the amounts and disclosures in the financial statements. The procedures selected depend on the auditors' judgment, including the assessment of the risks of material misstatement of the financial statements, whether due to fraud or error. In making those risk assessments, the auditor considers internal controls relevant to the entity s preparation and fair presentation of the financial statements in order to design audit procedures that are appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of the entity s internal controls. An audit also includes evaluating the appropriateness of accounting policies used and the reasonableness of accounting estimates made by management, as well as evaluating the overall presentation of the financial statements. We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for our qualified audit opinion. Basis for Qualified Opinion The Board derives revenue from fees and donations and fundraising, the completeness of which is not susceptible to satisfactory audit verification. Accordingly, our verification of these revenues was limited to the amounts recorded in the records of the Board and we were not able to determine whether any adjustments might be necessary to fees and donations and fundraising revenue, assets and accumulated surplus. Qualified Opinion Except as noted in the above paragraph, in our opinion, these financial statements present fairly, in all material respects, the financial position of the Joint Animal Control Municipal Services Board as at December 31, 215 and the results of its operations and cash flows for the year then ended in accordance with Canadian Public Sector Accounting Standards. Chartered Professional Accountants Licensed Public Accountants Peterborough, Ontario June 21, 216 Page 25 of 35
CORPORATION OF THE TOWNSHIP OF HAMILTON JOINT ANIMAL CONTROL MUNICIPAL SERVICES BOARD STATEMENT OF FINANCIAL POSITION At December 31, 215 215 214 $ $ FINANCIAL ASSETS Investment (note 2) 12,992 1,5 Due from Hamilton Township 134,324 271,28 NET FINANCIAL ASSETS 237,316 371,78 NON-FINANCIAL ASSETS Tangible capital assets (note 5) 365,48 246,46 ACCUMULATED SURPLUS (note 4) 62,364 617,124 The accompanying notes are an integral part of these financial statements 22 Page 26 of 35
CORPORATION OF THE TOWNSHIP OF HAMILTON JOINT ANIMAL CONTROL MUNICIPAL SERVICES BOARD STATEMENT OF OPERATIONS AND ACCUMULATED SURPLUS For the Year Ended December 31, 215 Budget Actual Actual 215 215 214 $ $ $ (Unaudited) REVENUES Partner funding 253,149 242,839 247,576 Other municipal contributions - 8,25 9, Adoption fees 19, 17,93 23,48 Boarding and surrender fees 8, 5,349 7,624 Dog tag fees 3, 2,295 3,246 Other - 2,557 22 Donations and fundraising - 26,82 181,484 TOTAL REVENUES 283,149 35,23 472, EXPENSES Salaries and benefits 212,452 2,191 192,49 Communications 4,4 5,61 5,759 Veterinary fees 12,25 12,485 12,459 Vehicle and insurance 15,4 11,57 16,167 Emergency costs - 35,19 21,75 Building and maintenance 5,5 3,252 3,813 Hydro 12, 1,877 12,126 Training 6,45 2,672 5,925 Operating costs 12,3 1,276 1,313 Office 3,1 4,467 6,176 Professional fees 4, 3,53 9,412 Fundraising - 2,969 7,315 Amortization 17,145 17,873 17,145 Loss on disposal of tangible capital assets - - 3,142 TOTAL EXPENSES 34,997 319,963 323,56 ANNUAL SURPLUS/(DEFICIT) (21,848) (14,76) 148,494 ACCUMULATED SURPLUS - beginning of year 617,124 617,124 468,63 ACCUMULATED SURPLUS - end of year 595,276 62,364 617,124 The accompanying notes are an integral part of these financial statements 23 Page 27 of 35
CORPORATION OF THE TOWNSHIP OF HAMILTON JOINT ANIMAL CONTROL MUNICIPAL SERVICES BOARD STATEMENT OF CHANGE IN NET FINANCIAL ASSETS For the Year Ended December 31, 215 Budget Actual Actual 215 215 214 $ $ $ (Unaudited) ANNUAL SURPLUS/(DEFICIT) (21,848) (14,76) 148,494 Amortization of tangible capital assets 17,145 17,873 17,145 Acquisition of tangible capital assets (125,) (136,875) - Loss on disposal of tangible capital assets - - 3,141 INCREASE/(DECREASE) IN NET FINANCIAL ASSETS (129,73) (133,762) 168,78 NET FINANCIAL ASSETS - beginning of year 371,78 371,78 22,298 NET FINANCIAL ASSETS - end of year 241,375 237,316 371,78 The accompanying notes are an integral part of these financial statements 24 Page 28 of 35
CORPORATION OF THE TOWNSHIP OF HAMILTON JOINT ANIMAL CONTROL MUNICIPAL SERVICES BOARD STATEMENT OF CASH FLOWS For the Year Ended December 31, 215 215 214 $ $ NET INFLOW (OUTFLOW) OF CASH RELATED TO THE FOLLOWING ACTIVITIES: OPERATING Annual surplus/(deficit) (14,76) 148,494 (Increase)/decrease in due from Hamilton Township 136,74 (233,62) Non-cash charges to operations Amortization of tangible capital assets 17,873 17,145 Loss on disposal of tangible capital assets - 3,141 Net increase/(decrease) in cash from operating transactions 139,817 (64,822) CAPITAL Acquisition of tangible capital assets (136,875) - INVESTING Increase in investment (2,942) (1,5) DECREASE IN CASH - (164,872) CASH - beginning of year - 164,872 CASH - end of year - - The accompanying notes are an integral part of these financial statements 25 Page 29 of 35
CORPORATION OF THE TOWNSHIP OF HAMILTON JOINT ANIMAL CONTROL MUNICIPAL SERVICES BOARD NOTES TO THE FINANCIAL STATEMENTS For the Year Ended December 31, 215 1. SIGNIFICANT ACCOUNTING POLICIES These financial statements have been prepared in accordance with the standards in the Chartered Professional Accountants Canada Public Sector Accounting (PSA) Handbook. Significant aspects of the accounting policies adopted by the Board are as follows: (a) Nature of Entity The Joint Animal Control Municipal Services Board was formally established in 213 pursuant to Section 22 of the Municipal Act by the Municipality of Port Hope, the Town of Cobourg, the Township of Hamilton and the Township of Alnwick/Haldimand. Previously, the operations of the animal control services were reported as a department of the Township of Hamilton. The opening balances for cash, tangible capital assets, accumulated surplus and net financial assets represent the amounts recorded in the accounts of the Township of Hamilton at December 31, 212 related to the operations of the animal control services. (b) (c) (d) Recognition of Revenue and Expenses Revenue and expenses are reported on the accrual basis of accounting. The accrual basis of accounting recognizes revenue in the period in which the transactions of events occurred that give rise to the revenue; expenses are recognized in the period the goods or services are acquired and a legal liability is incurred or transfers are due. Use of Estimates Certain items recognized in the financial statements are subject to measurement uncertainty. The recognized amounts of such items are based on the Board's best information and judgment. By their nature, these estimates are subject to measurement uncertainty and the effect on the financial statements of changes in such estimates in future periods could be significant. The Board's significant estimates include: The amounts recorded for amortization and opening costs of tangible capital assets are based on estimates of useful life, residual values and valuation rates. Tangible Capital Assets Tangible capital assets are recorded at cost which includes all amounts that are directly attributable to acquisition, construction, development or betterment of the asset. The cost, less residual value, if any, of tangible capital assets is amortized on a straight-line basis, over the expected useful life of the asset, as follows: Land improvements 25 years Buildings and building improvements 15-4 years Equipment 5 years Vehicles 1 years Tangible capital assets received as contributions are recorded at their fair value at the date of receipt and are also recorded as revenue. 26 Page 3 of 35
CORPORATION OF THE TOWNSHIP OF HAMILTON JOINT ANIMAL CONTROL MUNICIPAL SERVICES BOARD NOTES TO THE FINANCIAL STATEMENTS For the Year Ended December 31, 215 1. SIGNIFICANT ACCOUNTING POLICIES, continued (e) (f) Non-Financial Assets Tangible capital assets and other non-financial assets are accounted for as assets by the Board because they can be used to provide services in future periods. These assets do not normally provide resources to discharge the liabilities of the Board unless they are sold. Reserves and Reserve Funds Certain amounts, as approved by the Board, are set aside in reserves and reserve funds for future operating and capital purposes. Transfers to and/or from reserves and reserve funds are an adjustment to the respective fund when approved. 2. INVESTMENT Investment consists of a high interest savings account with BMO Nesbitt Burns recorded at cost. 3. BUDGET FIGURES The operating budget, approved by the Board, for 215 is reflected on the Statement of Operations and Accumulated Surplus and the Statement of Change in Net Financial Assets. The budgets established for capital investment in tangible capital assets are on a project-oriented basis, the costs of which may be carried out over one or more years and, therefore, may not be comparable with current year s actual expenditure amounts. Budget figures have been reclassified for the purposes of these financial statements to comply with PSA reporting requirements. Budget figures are not subject to audit. 4. ACCUMULATED SURPLUS Accumulated surplus consists of the following: 215 214 $ $ Invested In Capital Assets Tangible capital assets - net book value 365,48 246,46 Reserves Operations 28,539 52,426 Reserve Funds Future capital 28,777 318,652 62,364 617,124 27 Page 31 of 35
CORPORATION OF THE TOWNSHIP OF HAMILTON JOINT ANIMAL CONTROL MUNICIPAL SERVICES BOARD NOTES TO THE FINANCIAL STATEMENTS For the Year Ended December 31, 215 5. TANGIBLE CAPITAL ASSETS The net book value of the Board's tangible capital assets are: COST Land Improvements Buildings Vehicles and Equipment 215 Totals 214 Totals $ $ $ $ $ Balance, beginning of year 128,466 212,863 31,7 373,29 392,33 Add: additions during the year - 136,875-136,875 - Less: disposals during the year - - - - 19,31 Balance, end of year 128,466 349,738 31,7 59,94 373,29 ACCUMULATED AMORTIZATION Balance, beginning of year 49,418 71,764 5,81 126,983 125,998 Add: additions during the year 5,138 9,453 3,282 17,873 17,145 Less: disposals during the year - - - - 16,16 Balance, end of year 54,556 81,217 9,83 144,856 126,983 NET BOOK VALUE OF TANGIBLE CAPITAL ASSETS 73,91 268,521 22,617 365,48 246,46 28 Page 32 of 35
Account Description Revenues Shelter of Hope 216 Operating Budget vs YTD As of September 3, 216 216 Budget 216 Actuals % of budget used at 75 % of Year SHELTER HOPE-SHARED SERVICE (251,31) (188,645) FIXED RATE (8,25) (6,188) ADOPTIONS (2,) (14,521) BOARDING FEES (4,) (3,693) SURRENDER FEES (2,) (339) DOG LICENCE (3,) (1,43) OTHER (64) DONATIONS AND FUNDRAISING (4,) (1) RECOVERIES (18,7) (7,33) EQUIPMENT (15) Expenditures Total Revenues (347,26) (222,325) 64.% Salaries and Benefits 225,51 168,656 74.8% TELEPHONE 2, 1,576 INTERNET 4 27 CELL PHONE 1,85 1,37 Communications 4,25 3,217 75.7% VACCINATION 8,5 5,11 VET COST 25 6,137 CREMATORIUM 21 EUTHANASIA 75 725 VET EUTHANASIA 1,5 2,137 Veterinary Fees 11, 14,318 13.2% GAS - VEHICLE 4,5 1,81 VEHICLE REPAIRS 5 223 Vehicle 5, 2,25 4.5% SPAY/NEUTER 15,64 BARN CATS-SPAY/NEUTER 6,824 EMERG EXPENSE 7,742 Emergency Costs 4, [4] 3,26 75.5% BLDMAINTENANCE 5 1,95 GROUNDKEEPING 4, 3, HYDRO 14, 1,141 Building and Maintenance 18,5 15,46 81.3% Page 33 of 35
Account Description 216 Budget 216 Actuals % used at 75% of Year EQUIP MTCE 1,5 1,273 MEMBERSHIPS 35 CLOTHING ALLOWANCE 1,25 42 CLEANING SUPPLIES 2,5 2,615 ANIMAL FOOD 2 215 DOG TAGS 1, 56 INSURANCE 9,5 1,82 ACCOUNTING/ADMIN 6, 4,5 REFUND OF ADOPT 1, 465 RECYCLING/WASTE 1,5 584 MISC. EXPENSE 1,1 5,81 ALLIANCE SECURITY 4 161 TRANSFER TO RESERVES 5, Operating Costs 31,3 25,75 8.1% OFFICE SUPPLIES 2,5 1,997 UNIFORMS 5 81 PRINTING 6 269 TRAINING 4, 335 Office 7,6 2,682 35.3% AUDIT FEES 3,1 3,53 LEGAL 1, 1,947 Professional Fees 4,1 5, 121.9% Fundraising 2,679 1.% Total Operating Expenditures 347,26 268,93 77.4% Net Shelter of Hope Operating 46,579 1.% Shelter of Hope 216 Capital Budget vs YTD 216 Transfer from - Building Reserve (18,35) IP#1 - Washing Machine & Washtub 3,6 273 IP#1 - Desk, Chairs, Table & Chairs, Lockers, Coat Rack Kennels, A/C, Stock Carts, Replace Fan & install window in cat r 8,85 2,83 IP#5 - Well upgrade 1, IP#9 - Modify All 3 Dog Bays 5 IP#11 - Road Directional Signage 2,4 2 New Computers 2, 1,17 Total Capital Expenditures 18,35 3,463 Net Shelter of Hope Capital 3,463 Page 34 of 35
Shelter of Hope Reserves and Reserve Funds Reserves Jan 1, 216 Opening Balance Current Year Additions Transfers Out August 23, 216 Closing Balance Building and Equip Reserves (28,539) (28,539) Reserve Funds Mercy (8,49) (1,432) (9,923) General (197,699) (8,919) (26,617) Spray Neuter (2,588) (1,835) (4,423) Ferral/Barn Cats (1,886) (1,886) Total Reserve Funds (28,777) (14,72) (222,849) Total Reserves and Reserve Funds (237,316) (14,72) (251,388) Page 35 of 35