THS Board Meeting (#8) Minutes Wednesday, February 18, 2015, 7:00 pm 11 River Street, Toronto Present:
David Bronskill, Elizabeth Cabral, Jennifer Downe, Lisa Gibbens, Carol Hroncek, Cathy Kinloch, Marcie Laking, James LaPlante, Dean Maher, Peter Newell, Diana Pizzola
Via Skype:
Bronwen Morgan
Regrets:
Colette Miller, Stephen Steele, Wendy Strickland
Non-Voting:
Jacques Messier
1.
Regular Business
David Bronskill called the meeting to order at 7:11 pm. 1.1
THAT the agenda be approved. Moved: Peter Newell
1.2
Carried.
THAT the minutes of January 13, 2015 be approved as amended. Moved: Carol Hroncek
1.3
Seconded: Jennifer Downe
Seconded: Dean Maher
Carried.
THAT the memberships dated January 13 - February 18, 2015 and all timely renewals received in the past month are hereby approved. Moved: Dean Maher
Seconded: James LaPlante
Carried.
Marcie Laking offered to phone and welcome the new members.
2.
CEO Report & Questions
Both of THS’ commercial washing machines have stopped working and replacement machines will be leased, with a preventive maintenance program. Construction continues on expanding the spay/neuter clinic and additional “kitty corrals” have been ordered for use on the patio come spring. The new van is currently being outfitted with cages, plus proper heating and air conditioning for transporting animals. A fundraising partnership with ECHOage, established in late 2013, has just passed the $50,000 mark, at no cost to THS. THS Board Meeting Minutes
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THS’ general insurance is up for renewal; after obtaining several quotes the CEO recommended renewing coverage with Ecclesiastical as they provided the best quote. The premium has increased slightly to cover the new van, and the policy covers both the most frequent drivers as well as occasional drivers. 2.1
THAT THS renew its general insurance coverage with Ecclesiastical. Moved: David Bronskill
Seconded: Lisa Gibbens
Carried.
THS received a request to consider taking over management of the Feral Cat Recovery Centre. They are having difficulty finding both volunteers and funds, and Toronto Animal Services cannot run the centre due to union and cost issues. While the recovery centre provides a valuable service to the feral cat community, it also presents financial, liability and political challenges. Staff will draft a proposal for managing the centre, including identifying potential impacts, for discussion at the next Board meeting.
3.
Committee Business
The Advocacy Committee has engaged on several municipal/provincial issues since the start of 2015:
THS sent a letter to the Town of Richmond Hill encouraging them to maintain and expand their responsible pet ownership program and to prohibit pet store sales.
Cambridge is also considering banning pet store sales, with a staff report expected to come to the March 10 Council meeting. Local stakeholders have asked THS to send a letter and research is currently underway.
An increase in coyote activity prompted a citizen to suggest that the City of Brampton ban feeding wildlife. Further to a request by the Board, THS sent a letter to the City of Brampton, discouraging them from enacting a wildlife feeding ban, in particular due to unintended pernicious effects – including the impact on feral cats.
The City of Hamilton unanimously passed a motion to study establishing an adoption service in partnership with HBSPCA. THS staff have spoken with the Councillor who initiated the motion to offer our support; it is expected to come back to Hamilton City Council over the summer.
Ontario announced it will amend the OSPCA Act and regulations to improve standards of care for marine mammals and to ban breeding and acquiring killer whales this spring. THS will continue to monitor any amendments to the OSPCA Act, in particular as they may affect the Toronto Humane Society.
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The Board established a Facilities Committee, consisting of David Bronskill, James LaPlante and Stephen Steele, to serve as a resource to the CEO for building improvements and to assist with a review of the building. This will allow THS to anticipate future problems and budget accordingly, as well as to assess the potential for future renovations or expansions in support of our strategic plan and long term vision.
4.
Annual General Meeting
The Annual General Meeting Task Force met to discuss when and where to hold the 2015 AGM, as the Primrose Hotel is being renovated this year, and the Pan-Am Games mean many venues are booked. After soliciting 12 quotes, the Task Force recommends holding the AGM at the Enoch Turner Schoolhouse (King and Parliament) on Tuesday, June 9. 4.1
THAT the AGM be held on Tuesday, June 9, 2015 at 6:00 pm at the Enoch Turner Schoolhouse. Moved: Peter Newell
Seconded: Marcie Laking
Carried.
The Task Force then recommended a membership cutoff date of April 30. This ensures that members receive their AGM package with enough time to return their completed proxy before the AGM. Any memberships received after the cutoff date will not be processed until after the AGM and thus will not receive a proxy or be admitted to the AGM. 4.2
THAT the membership cutoff date, for the purpose of attending and/or voting at the 2015 AGM, be April 30, 2015 at 5:00pm; FURTHER THAT this date be widely promoted to ensure all who wish to participate in the 2015 AGM have sufficient notice to do so. Moved: Peter Newell
Seconded: Elizabeth Cabral
Carried.
In accordance with the by-laws, the call for nominations mailing will go out by March 11 (90 days preAGM) and encourage members to submit a nomination within 60 days of the AGM. The call for nominations also informs members about Open House. The 2015 nomination deadline is Friday, April 10, 2015 at 5:00pm; all candidate bios and photos received (electronically) by the nomination deadline will be included in the proxy and bio booklet. At the 2014 AGM, candidate affiliations were indicated in the brochure, but not on the proxy. After considerable discussion, the Task Force recommended extending this to the entire election process – all candidates would be listed as individuals, with no reference to slates or Board-recommendations in the bio brochure, proxy or ballot. The Board concurred.
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While the succession planning process (when ready) will help THS to attract and recruit strong and diverse candidates, the practice of recommending individuals is difficult on a number of levels. The intent is to de-politicize the election process and encourage members to vote for the individuals best suited to serve the THS, rather than picking sides. THS can still educate members about what the Board does, key competencies, the benefits of diversity and so forth, to help members make informed decisions. The Governance Committee proposed two AGM-related initiatives to increase member engagement: a Candidate Information Night and a Meet the Candidates Event at Open House. To make the election process more transparent and friendly to potential Director candidates, THS will invite interested individuals to a Candidate Information Night, where they can learn about the shelter and what’s involved in being a Board member in a relaxed environment, with no commitment required. It also allows THS to identify sources of expertise for committees and task forces and nurture potential candidates over a longer period of time. Meet the Candidates at Open House will give members an opportunity to meet and talk with candidates in a relaxed and friendly setting, while increasing transparency and fostering a collegial election environment. It will allow members to cast a more informed vote, both by learning about the role Directors play in the organization and about the candidates themselves. The Board supported both events and agreed to the following dates: Candidate Information Night: March 31, 7-8pm at THS (week before nomination deadline) Meet the Candidates at Open House: Saturday, May 9 at THS (time TBD) Both events will be promoted in the call for nominations mailing, via Member Matters and through other channels.
5.
Annual CEO Performance Review
The board moved in camera at 8:10 pm to discuss the CEO’s annual performance review, rising out of in camera at 8:53 pm.
6.
New Business
The Board discussed Member Matters and asked that a future issue update members on the Barn Cat Policy (once it’s finalized). Directors were encouraged to attend the annual Love of Paws fundraiser on March 14. This is the third year for the event, which is organized by a THS supporter in memory of her uncle Antonio D’Agostino. The next Board meeting was scheduled for Thursday, March 26, 2015.
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7.
Adjournment 7.1
THAT the meeting be adjourned at 9:00 pm. Moved: Dean Maher
Seconded: Jennifer Downe
David Bronskill, Chair
Lisa Gibbens, Secretary
Date
Date
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Carried.
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