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P.O. Box 735, Westville, IN 46391 · Phone: (219) 785-4936 · Fax (219) 785-0029 · Tax I.D. 31-0902953 · http://www.catsociety.org/
Meeting: ICS Board Meeting
Date: 5-6-13
Location: Purdue North Central
Central Library Room LSF170A
Time: 6:00 pm – 10:00 pm
Call to Order: Staci Trekles, President, ICS
Present: Absent
Paulette Gonzalez, Joan Hildebrand, Tina Sleppy
Gail Frieden, Judy Dean, Judy Lindmark
Natalie Cebulski ( via phone) Guests: Shonna
Gary Fossey (Allegius Credit Union)
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I Welcome new Board members, Volunteers and Public members
II. Consent Agenda:
1 a. Approval of April 1, ICS Board Meeting: approved & accepted as submitted
b. Approval of April 22 closed ICS Board Meeting: approved & accepted as submitted
2. E-mail motions: None
III. Committee Reports: Accepted Tabled Not submitted
1. Treasurer and Finance Committee: Natalie not X
available via the phone. Information presented
by Judy Lindmark, a member of the finance
Commmittee
* $10,000 released to pay for medical bills,
Payroll Taxes, Workman's Comp
* $3,000 left in banking account at this time
To cover payroll.
* Employee, Nicole Mayer Medical bills not
Reflected in any financial records
* Roberta Jocius requested that Funding/
Grant $$ be reflected in future Financial
Reports
* $500 monthly deposit into Building Fund
Needs to be reflected in Financial Report(s)
* There is $962.00 in Pay Pal Account
* Mission Fish Program does not facilitate
Withdrawal of $$ from the account.
President Trekles will follow-up on this
Situation
Accept Tabled Not Available
* Acceptance tabled until further discussion
With Treasurer Cebulski
2. Public Relations/Communications X
* Judy Dean recommends that Board
Look at the development of a Marketing
Component of ICS
3. Fundraising X
* Godparents Program very successful
* Cate Amador, Diana Foster and Brandy Coleman
Are working on Single names for the
"godkitties'
4. Cat Care X
5. Volunteer X
6. Membership X
March & April Reports submitted
Reports Section of Agenda interrupted for the Following Presentation:
Affiliation Summary of Allegius Credit Union and the ICS
Mr. Gary Fossey
VP, Member Development of Allegius Credit Union
· Affiliation explained
· ICS members/family members can now join Allegius
· Credit Union membership has expanded as a result of affiliation with ICS
· Marketing methods of ICS to 15,000 Allegius Credit Union members to be
Explored. Staci Trekles to work with Union's marketing Dept
· ICS will include a Allegius Credit Union Newsletter sheet in all Adoption Folders
· Allegius information and well as complimentary Allegius Coffee Mug
distributed to all members present.
· The Board graciously thanks Mr. Fossey for sharing the collaborative efforts of the Credit Union with ICS.
Report Section Continued:
Accept Tabled Not Available
7. Foster Care X
* Discussion related to the length of time a
Cat was considered to be a Foster cat…months?
Years.
* Suggestion to include into the Foster
Contract a statement related to not having heard
From the Foster Home in years?, the cat would now
Be considered adopted?
Accept Tabled Not Available
* Marti R. to work with Lori Peterson, Human Relations
Chair regarding this issue/contractual agreement.
* Foster Homes are still needed. What is the possibility
Of finding local Barns for the Feral cats ICS has in the
Shelter.
* Judy Dean to contact Reins of Life for their
Interest in having Ferals sent to their
Location.
8. Adoption Committee X
16 cats adopted in April
9. Admissions (moved to New Business)
10. TNR X
Report submitted after Mtg was in progress via
Phone. Board unable to review report
Staci Trekles will contact Connie Szawara as to the
Inclusion of her information for the Best Friend's
Application. What is the status of the completion
Of the form?
11. Human Resources: (moved to New Business)
12. Technology X
13. Sponsor a Cat X
14. Grants: X
* Chair, Robert Jocius related that Bissell Corp had
Accepted our Grant Proposal
* ICS to be told at a later date at to which portion(s)
Of the Grant $ will be used for which of the three
Components submitted to Bissell: Plumbing/
Wiring for additional Washer/Dryer;
Deeper sink in the Bathroom to accommodate Pails;
And Sink & Faucet
* Roberta J. also presented a potential reduced cost
Offered by Hill's Science Foods for the Shelter
Residents. The Overview and criteria of the
Program was distributed to all Board members.
The specifics of the Program are to be reviewed
by Board members with any questions
regarding any component of the Program be
submitted to Roberta no later than Friday May 1, 2013.
There is a 14 day window in which ICS is able to
Respond to the agreement.
14. For Information:
a. Cat Shelter Report:
* there are 230 cats in the Shelter as of February 2013. This number does not include those
Cats who are in Foster Care
b. Cat Intake/Outtake Report: A slight discrepancy in # of cats in the shelter & Foster Care
IV Announcement and items for Information: None
V: Action Agenda:
1. Old Business
a. Shelter Emergency Mgmnt Plan Update
* Author is attempting to meet with County Officials in order to complete the ICS Emergency/
Disaster proposed Plan
b. Workmen's Compensation Plan
* ICS now has this in place
c. Board members D & O Insurance
* Proposed Policy submitted to Board for Review.
* Board members to review and respond to President Trekles within the next 10 days
d. Televised Promotions for ICS
* Judy Dean contacted Mike Dempsey, Director of Operations for Access La Porte County
To determine if ICS met the criteria to be televised and presented on their Video On Demand
site - PEG Central ( Public, Education and Government) program (219) 861-0940
* Two options are available to ICS
1. The TV Station personnel will video tape one hour of information at the ICS location for a
cost of $400.00
2. ICS may contact the Director of the La Porte County Visitor's Bureau in Michigan City
To submit the request to be a Speaker on the Saturday Morning Live (TV) presentations
For zero (-0-) cost.
3. Board members were open to the 2nd Option. President Staci Trekles to
contact the Convention Bureau to submit the ICS request.
e. Focus Group (Survey Monkey) Survey
* Staci Trekles will send out 4 - 5 question Survey to all ICS members to determine interest in
Focus Group participation regarding various issues which may be of interest to the members.
* Survey to elicit best day/time of the week, overall interest in the program and the choice of
Various concerns as well as open choice options.
f. Speaker's Bureau
* Judy Dean continues to work on components of this program.
* Suggestion of the development of a Power Point Program to supplement the presentation
By any Speaker. Staci and Judy to work on this Potential Development
* Joan Hildebrand and Judy Dean commented that a community member was at the Shelter to
Sponsor Linus for a Year and questioned as to whether ICS could provide a Speaker for their
Churches Pet Day to be held either on June 1st or June 8th in Portage, IN. Individual left her name
& contact information with Joan. This person was requested to send her info to ICS giving more
information. Her request for ICS to bring a cat to the presentation was ill advised. It was
suggested that one of the children from the Churches' Children's Group bring their cat(s )to the
Program.
* Cate Amador was suggested Speaker.
* Joan placed info in Gail Friedan's mailbox
G. Revision of By-Laws
* Board directed to continue to evaluate current By-laws by reviewing all potential submissions
for addition, corrections and/or deletions.
H. ICS Organizational Plan
* Judy Dean will re-submit the revised ICS Organizational Plan with recommended additions within the next 2 weeks
VI New Business:
1. Admissions: Discussion of Fees
* Discussion and Decision Tabled
2. Updating Shelter Security - Cameras and Locks
*Lori Peterson suggested a Change of Locks due to potential theft/damage to the property - either
Keyless entry with a code or actual change of locks resulting from the numbers of Shelter Keys
which have not been returned. Brandy’s Lock and Key has been a friend of the shelter for years. Need to check out costs before a decision can be made
*Cameras suggested for the inside of the Main Shelter. Discussion centered around the concern of
being video taped as a personal invasion of privacy. Discussion also centered on having the
camera programmed from the time the Head Medicator left until the next morning. It was also
suggested as a way to determine if anyone in the Cat rooms was abusing the animals. Also, the
tapes would only be previewed if there was a concern regarding any circumstance. Decision
Tabled
3. Corresponding Secretary Position:
* Mary Rooney's Letter of Resignation Accepted
* Two candidates have announced their interest in the Board Position
1. Shanna Burbank: Ms Burbank is newly located to the Midwest from Hollywood CA, has a
background in finances and teaching and is now changing career paths. Shanna shared
her strengths she would bring to the Board and the ICS.
2. Carol Albrecht - unable to attend the Meeting. Same questions asked of Ms Burbank to be
posed to Ms Albrecht via e-mail communication with Board voting via e-mail following
Carol's response
4. Dispensing prescription medications by ICS and use of ICS Retail license
* Judy Dean presented copies of the Indiana Administrative Codes for both the Board of
Pharmacy and Vet Medicine. ( See attached). According the the Administrative codes only
licensed Pharmacists may fill requests for medications from a written Physician/Veterinarian
Physician. Therefore, ICS does not have any of those licensed individuals on staff. In addition,
the Veterinarian Administrative code specifically states that the Vet has to have an established
relationship with the animal - having seen them before- in order to write a script.
Judy also interviewed several area Pharmacists and Vet Clinics, no kill shelter in Indy regarding
the filling of scripts as well as the use of IV fluids. The no -kill Shelter Director said she does not
administer meds as this is just too questionable and does not wish to be sanctioned by State
Officials.
Both the Pharmacists and the VETS said that fluids are considered medication also and they all
recommended that Vets be called prior to any administration of prescription medications to any
of the cats…..if only for a heads up on what is happening with the cat(s)It was mentioned that
this should considered be a standard operating procedure.
The question of volunteers requesting prescription Food for their own cats was discussed. A
note from the Vet stating that the cat needs prescription food is to be kept on record at ICS.
Judy will follow up with the major ICS participating vets in order to make this process of
prescription meds easier for the Cat Care Staff.
The IN administrative codes were also sent to Jackie G for her knowledge.
Judy did remind the Board that ICS or the medicators could be reported to the State
If found to be acting in the capacity of a Pharmacist or Vet
5. Human Resource Report:
Employees Handbook -
* Lori Peterson, Chair of Human Resources Committee reviewed the plan of action identified for
the expansion of the current Employee handbook. Theses items included the following
a. Acceptance of submitted ICS Organizational Plan
b. Job Description developed by both the employee and the Supervisor to determine
similarities and difference which would then be refined into specific Job Descriptions
c. Development of pertinent policies/guidelines pertaining to Shelter Key Procurement;
Reporting in self illness; Dress Code(s); Line of communication ;
Policy on who should receive keys vs those who do not needs to be developed
d. the intended completion date is December 3e1, 2013
e. Due to limited time, further additional items were not presented at this time and will br
presented at the next Board meeting
Locked Employee Files: Lori explained the need for two separate locked files for employees.
One for Medical Records and the other for employment records
Shelter Board Attorney:
* Guidance was given as to how to procure a Lawyer for the Shelter. Several names were
presented as to possible choices: Bob Harper, Barb Young, Joann Lohmeyer
* Web search should be for a Volunteer Organizational Lawyer. Start in the local area and
expand if needed. Lori Peterson & Staci Trekles will work on this
Annual Meeting Event: Tabled until next scheduled meeting
Event for Annual Membership Meeting: Tabled until next scheduled meeting
Parking lot and Tree Removal: Tabled until next scheduled meeting
Meeting Adjourned: 10 pm
Next Meeting: June 3, 2013. PNC Library - Cafeteria Mtg Room A 170 (tentative date,, time and location)
Time: 6 - 8 pm
Respectfully submitted,
Judy Dean
Recording Secretary
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