PARKLAND HUMANE SOCIETY INC. AGM MEETING
September 28, 2017 – 7:00pm
In attendance: Dana Smaluck, Donna Scibak, Phyllis Fenwick, Cheryl Gorrell, Wendy Ohryn, Mike Dutchak, Darrell Inkster, Cathy Manley, Marie Roels, Lillian Stobbe, Tamara Martine
Regrets: Lorna Brezden, Denise Penrose, Kelsey Bates, Irene Patterson
1.Meeting called to order: 7:05 pm
2.Reports:
a)Presidential Reportby MARIE ROELS
This has been a very slow year to achieve desired needs for the shelter. Due to issues with orders being delayed and illnesses, there have been delays. I am very proud to announce that we have amazing volunteers who have helped pick up shifts when ever some else could not work. As well as the volunteers who helped with BBQ's, yard sales, yard maintenance, ticket sales and all small and large tasks. Volunteers are always in need at the shelter; Especially on the weekends. We are aiming for a better year in 2017-18 and have already started with supplies finally arriving for the yard repairs to make shelter safer when moving dogs. A very grateful “thank you” to all board members, supervisors, and volunteers who continue to make the Parkland Humane Society a successful and enjoyable place to be.
b)Membership/Volunteer Reports
SUPERVISOR/VOLUNTEER SCHEDULINGby DENISE PENROSE – Found after a couple of years that I needed a break. Trained two individuals who found after a short while they could not do scheduling due to time restraints (working, school).The individual doing the scheduling must have the time to commit (retired, etc.) and be very organized.Rotations are needed and work well.Scheduler then needs to worry only about filling shifts for Supervisors and Volunteers who are away.
Each rotation consists of four/five individuals who work once a month.Rotations are completed two months in advance.Example:in July individuals are contacted which shift they can work for August and September.Individuals can trade with other individuals on their rotation if needed.All individuals are given the names and numbers of everyone on their rotation.If an individual cannot find a replacement to trade with, they will contact the Director.
Five rotations:Supervisor forSaturdaymorning, Volunteer forSaturdaymorning, Volunteer forSaturdayafternoon (Wendy O’Hryn supervises everySaturdayafternoon), Supervisor forSundaymorning, Volunteer forSundaymorning if needed (couples working someSundaymornings).
PROBLEMS NOTED:
1.Very few Supervisors and Volunteers who can fill in during the week.
2.High rate of volunteer turn-over (not for everyone).Volunteers are not returning calls or texts.
3.Summertime shortage of help.A lot of Supervisors/volunteers are away. We were denied government grant to hire students.We may need to look at hiring summer help if budget allows.
4.Still need for more Supervisors to help with rotations.Once a month I feel is not asking a lot.
5.****Still need 2 Supervisors forSundaymorning rotation.I cannot do as I am onSaturdayMorning Rotation for supervisors.
Work was greatly reduced for Scheduler when two volunteers were found to help; one person to take over Memberships (Jennifer Melnychenko) and one person to find volunteers for Fundraising Events (Donna Scibak).This has helped immensely as Scheduler previously did Memberships and phoning of Volunteers also. Concern over Scheduler overlooking a message on the schedule has been helped by the receptionist texting a photo of the schedule to Scheduler (ex. Supervisor/Volunteer going to be away).
MEMBERSHIPSby JENNIFER MELNYCHENKO
I started the position inJuly 2017and I am glad I have been able to find a position that allows me to volunteer a bit of my time for the Parkland Humane Society, even when I am not able to volunteer at the shelter itself.
I have been working my way through and almost caught up on the list of memberships to let people know when their memberships have recently expired. I am trying to get caught up and that way I can call people about a month before their membership expires as a friendly reminder. For memberships that now expire in October I have called them to let them know about this. With memberships that are expired more than a year now, I have also been contacting those individuals as well.
People's responses have all been quite positive and they are glad for the reminder and let me know they will be stopping in soon to renew.
FUNDRAISING SCHEDULINGby DONNA SCIBAK
I was asked for my thoughts on trying to get people to help out. It is in a word, frustrating. It seems it is always the same people who help out. It gets to the point where I am feeling badly about calling them all the time because you know they will say yes again.
Although the list is a fairly long one I never get through to more than a few to actually talk to a person so I leave messages and almost never get a return call. Again, those that do are the ones who always do.I think we should find out if volunteers have emails or Facebook pages as an alternate way to contact them. As I get to talk to them I try to find out what kind of fundraising they are willing to do. I found getting volunteers in fall and winter a whole lot easier than in summer. Most people that I got through to were either heading out to the cabin or for several weeks’ vacation. Not that people can be blamed for that given our short summers.If we do a ticket selling fundraiser in summer, I think we have to rethink how we do it.I understand that a member took books of tickets and sold plenty to friends and co-workers. Not many wanted to sit for 2-3 hours in the Co-op store. So that is maybe a different way to sell tickets that should be considered.
There seems to be a lack of process or communication between the different areas in the PHS, where different people are working on their project while others are promoting their own.I had a moment of panicwhen I was trying to get people for the garage sale and was then told by someone else to find some for ticket sales and then by a third party for volunteers for Country Fest and a Mud Run. So I was re-phoning some of those that I had left messages for asking if they could help out in ANY of these things. I’m sure some out there think I have lost it! Thankfully, I was told to not worry about Country Fest or the Mud- run due to no lead time
Which brings me to another point, as wonderful as it is to have these places invite us to their events somehow the message has to go out that they need to give us a week’s notice at least – more if possible. I took on this job as I have some health issues and I can’t always just jump to it and get people in a day or two.Maybe, they could have one contact number to call and everyone who gets approached can refer them to that one person.I think some strategic planning needs to happen regarding fundraising or both the public and the volunteers are going to get burned out. I would also like it if there was a meeting every quarter or so, with the Fundraising chair and maybe the membership folk,just to see what went right and what didn’t and to find out what is coming up.
The other thing that I noticed was that events and fundraisers are not always put on the website or Facebook. For instance on Facebook, if you click on events in the menu list, it says no events planned. On the web page if you click on PHS news – coming events it shows the poster for the April Shopping Spree. So anyone wanting to know what is happening doesn’t get any information easily.
Lastly, and this is my own personal view as a volunteer, I feel that we should get some feedback about the success or failure of the events we participate in. For instance, the dog-washing event at Pet Valu; my family and I had a wonderful time as did other volunteers, washing some beautiful dogs for a few hours, but I never heard whether it was a successful fundraiser or just a day of fun. The garage sale was another event I also participated in and have no idea how successful it was. The latest newsletter on the web page isJuly 2015. Volunteers need feedback to encourage them to do it again.
c)Treasurer Reportfor Lillian Stobbe
Account balances as ofAugust 31, 2017: Chequing - $1,525.82; Lottery - $8,059.92; Savings - $1,371.03; Building Fund - $9,607.34; Rocky’s Legacy - $9,826.63; Surplus Shares - $4.33; Non Redeemable GIC - $201,481.76 – Legacy from Eileen Spicer
This fiscal year, 2016/17, has brought with it changes which caused some unexpected expenses. We had to purchase and install a new door bar which is hooked up to a key pad entry, replace some of the door handles within the building which were wearing to the point of not functioning properly, the part-time Receptionist position went full-time, and we no longer receive a grant which supplied us with NutriSource dry dog and cat food, therefore, now have to purchase the food ourselves. The data will be sent to ZaplitnyZamrykut for auditing and a new budget will be created following the completion of data entry.
Wendy – Do we have to wait to make budget - Don’t have to wait for audit to create new budget
- Mike – what is Rocky’s Legacy all about – help cats/dogs that require surgery, require to be transported for treatment to Saskatoon, Saskatchewan, and/or over and above regular vetting requirements.
d)Animals
1)Cat Reportby WENDY OHRYN
55 cats were adopted this past year. Currently, between foster homes and the shelter, there are68 cats in care, with many catswaiting to come in. Unfortunately, there continues to be a large number of cats people want to give up.
2)Dog Reportby LORNA BREZDEN
The dog committee for 2016/17 included Dana Smaluck, Cheryl Gorrell, and Lorna Brezden.
This past year 129 dogs/puppies were brought in from the pound, and through
surrenders. 89 dogs/puppies left through adoption, 2 died (1 had to be humanely
euthanized due to severe spinal injury prior to surrender, & 1 died from Distemper complications), 3 became permanent fosters due to issues that made them difficult to adopt out. 10 dogs/puppies were transferred to 3 different Winnipeg Rescues (Vetting costs were paid by these Rescues). As ofAugust 31,2017, we had 25 dogs/puppies in our care. We wish to thank the following veterinary clinics for working with us:Sonia's Uptown Pet Clinic, Dauphin Vet Clinic, Ste. Rose Vet Clinic, Roblin Veterinary Service, Parkland Veterinary Clinic, Kamsack Veterinary Clinic, andwelcome to Dr Birte Klug at Selkirk Veterinary Services who recently joined our adoption team. A HUGE thank you to all our volunteers and foster families who have opened their hearts to the animals! Our programs wouldn’t be successful without them!
e)Spay/Neuter Program Reportby Tamara Martine
FromSeptember 01, 2016throughAugust 31, 2017, the Spay/Neuter program has been busy, which is nice to see so many responsible pet owners coming forward to spay/neuter their fur friends. Through these programs, people pay reduced prices compared to not utilizing the programs. For the Low Income Spay/Neuter Program, qualifying applicants pay 60% of the vet costs and Parkland Humane Society Inc pays the remaining 40%. For the Municipal Spay/Neuter Program, the remaining 40% is divided evenly between the Municipality and Parkland Humane Society Inc. With the rising costs of veterinarian services and medications, we will be charged more by the veterinarian clinics, and, in turn, will be increasing the amounts charged for the procedures. New prices paid by applicants will be K9 spay $125.00, K9 neuter $85.75, Feline spay $90.00, and Feline neuter $44.75. All prices include taxes and take effectOctober 01, 2017.
There were 199 Low Income Spay/Neuter applications approved. Of those 199, 24 were cancelled due to the cat/dog ran away, died, was re-homed, or the applicant cancelled for unknown reasons. There were a total of 3 applications which were denied. One decline was due to the household income being too high to qualify and two applicants resided outside of the Parkland Region.
The Municipal Spay/Neuter Program had 19 submissions from Gilbert Plains Municipality, 33 submissions from the Grandview Municipality, 21 submissions from the Municipality of Ethelbert, and 12 submissions from Mossey River Municipality. All submissions are preapproved when payment accompanies the Spay/Neuter form.
THANK YOU to the following veterinary clinics for working with us:Sonia's Uptown Pet Clinic, Dauphin Vet Clinic, Ste. Rose Vet Clinic, Roblin Veterinary Service, and Parkland Veterinary Clinic.
f)Fundraising Reportby CHERYL GORRELL
LuncheonNovember 2016- $2,400
Shopping SpreeApril 2017- $2,912.01
Yard sale summer 2017 - $2,500
BBQ at Twin MotorAugust 2017- $386.00
BBQ at Jenkins FlooringAugust 2017- $471.15
Shopping SpreeOct 02, 2017
Luncheon onNov 25, 2017
Raise the Woof onApril 21, 2018
Yard sale spring of 2018
f)Grant Reportfor KELSEY BATES
Numerous grants were applied for to purchase supplies required for our continued fencing project, to purchase new indoor dog kennels or the supplies to build our own, and for our Spay/Neuter Program. We have been declined by two and still waiting to hear from the others. The biggest challenge is to find individuals or organizations that will give grants to Not-for-profit charitable organizations or rescues in Manitoba, Canada.
h)Building and Yard Reportby Shawn Bond
FromSeptember 2016throughAugust 2017, we completed a lot of upgrades to the yard and building.
In the building, we saw the cat room moved to what was previously used as a Board Room, giving the cats more room and natural light. The back dog kennel had a window installed, again, to give the dogs more natural lighting. There are plans to have a window put in the new cat room so those in the reception area can view the cats as they play. We qualify for an Ecofitt LED lighting retrofitting at no charge to the shelter through Manitoba Hydro. The work will be done in November. The changes will save us money on our monthly Hydro billing. There are plans to have new dog kennels built for the main indoor kennel area.
Outside saw the most changes and upgrades. The front yard was partitioned off to make one big kennel. This also made it safe for the people to come and go without the dogs getting out. All but the 3 big kennels have fencing across the top so the dogs cannot climb out. Some kennels had privacy slats put in the fencing to create shade for the dogs. Thanks to Celina Dunfield of Stoney Plains Kennel for sharing the idea, we also tried using plastic draping/covering on some of the kennels, which worked great for creating shade. We started to put cement blocks around the inside of the kennels to see if this stops the dogs from trying to dig under the fence. As well it gives the dogs a dryer place to sit. Gravel has also been spread to give a dryer place for the dogs, as well as to fill in holes in the kennels and around the main fence. Eaves troughs have been installed on the shed to stop water from going into kennel #1. The fence between kennel #2 and #3 was removed to make one big kennel as #2 was not being used and we are taking in bigger dogs that need more room. New gates are now here to be installed before winter. New fencing is to be put up to make runs from the shelter to the kennels. This will make it safer for dogs and staff when moving dogs inside and outside. Two cargo containers were purchase and are now being used as much needed storage space.
Memory Gardenby DENISE PENROSE
Ann Stewart from Dauphin has always loved dogs. Thanks to her generous donations, a memorial garden will be made in memory of her dog Sporty. Cheryl Sanderson and Denise Penrose visited Ann. It was during our visit that Ann gave us a picture of her dog and approved plans of the garden. We proceeded to enlarge the photo and framed it for the Parkland Humane Society's lobby. A bench was purchased through McMunn and Yates, who gave us a substantial contribution towards the purchase. Dr. Michael Penrose also contributed to the purchase of the bench. Parkland Humane Society paid the difference. Steel Arts Silhouettes from Shoal Lake was contacted regarding creating a sign for the garden. Tim Lenovoy has been contacted for a quote to do the landscaping to prepare the area for planting flowers, shrubs, and grass. The garden will be fenced in to allow individuals to enjoy the area with a potential pet. The area will include a perennial garden, crushed limestone walkway, a shade tree, wrought iron memory tree, and flower pots. Work will continue in the spring of 2018.
New kennel – doesn’t suite our needs, so we are looking at getting more like the ones the dogs use in the quarantine room.
Marsupial cage – take legs off and use as a kennel. Make a roof for it for protection from the elements and for shade.
8.Board members
Denise Penrose – Let name stand
Marie Roels – Let name stand
Lillian Stobbe – Let name stand
Mike Dutchak – Let name stand
Cheryl Gorrell – Let name stand
Dana Smaluck – Let name stand
Wendy Ohryn – Let name stand
Tamara Martine – Let name stand
Kelsey Bates – Not let name stand
Cheryl Sanderson – Not let name stand
Irene Patterson – Marie nominate – Tamara seconds – all in favour
Next Board Meeting –Oct 12-17 at 6:30pm
Work party –Oct 07-17 at 10:00am
9. Meeting adjourned: 8:00pm