Animal Shelter Advisory Board

CITY OF EVERETT ANIMAL SHELTER ADVISORY BOARD MEETING Wednesday, January 22, 2020 5:30 – 7:00 P.M. Forest Park - Parks Administrative Offices, Lower Park Conference Room 802 E. Mukilteo Blvd (see directions on page 2) Roll Call Adoption of Meeting Agenda Acceptance of Minutes: September 25, 2019 and November 20, 2019 Member Reports and Introductions Animal Shelter Manager Report Council Liaison Report Citizen Comments INFORMATIONAL BRIEFINGS & DISCUSSION ITEMS Election of Chair and Vice Chair Glynis Frederiksen 2019 year in review Glynis Frederiksen Fund Development introduction and program update Lindsay Roe 2020 EAS budget overview Glynis Frederiksen Fee review process Glynis Frederiksen Board Rules of Procedure review Glynis Frederiksen Adjourn Next Meeting Wednesday, March 25, 2020 Forest Park, Parks Administrative Offices, Lower Park Conference Room MISSION STATEMENT: Everett Animal Services provides for the well-being of animals and the community through progressive animal sheltering, education, and municipal code enforcement. Directions to Forest Park, 802 E. Mukilteo Blvd, Everett, WA 98203 Driving Directions to Forest Park: From the North Take I-5 exit 192 (41st St.) Turn right onto 41st St. Continue heading west on 41st street. The road turns up a hillside and becomes Mukilteo Blvd. The park is on the left at the top of the curves. From the South Take I-5 exit 192 - Broadway / 41st St. Stay left up the 41st St. ramp. Proceed through the intersection to W. 41st St. Continue heading west on 41st street. The road turns up a hillside and becomes Mukilteo Blvd. The park is on the left at the top of the curves. Parking Immediately at the top of the hill take a very sharp left into a small parking lot next to Floral Hall. There will be an A-Board Sign directing you into the parking lot. After parking follow the A-Board signs to the Lower Park Conference Room. It is located down two sets of stairs. The access door to the lower park conference room is on your right.  CITY OF EVERETT ANIMAL SHELTER ADVISORY BOARD MEETING Wednesday, September 25, 2019 5:30 – 7:00 P.M. Forest Park, Administration Building 802 E Mukilteo Blvd, Everett, WA 98203 The meeting was called to order at 5:35PM. Shelter Advisory Board members present: Nathan Shelby, Lindsay Ellsworth, Bill Morgan, Jennifer Ward, Sarah Hartwell Board members not present: Kara Langus, Leslie Shattuck (excused), Brooke Fiscus (excused), Alyssa Russell City Council Liaison present: Council member Scott Bader Staff present: Kimberly Shelton, Parks Assistant Director; Glynis Frederiksen, Shelter Manager; Danielle Marks, Parks Admin Asst. Acceptance of Meeting Agenda: A motion was made to accept the agenda for September 25, 2019. Motion/Second/Approved (m/s/a) unanimously to accept the agenda for September 25, 2019 as presented. Review and Acceptance of Minutes: A motion was made to accept the minutes from August 28, 2019. Motion/Second/Approved (m/s/a) unanimously to accept the minutes from August 28, 2019 as presented. Member Reports • No member reports. Shelter Manager Report Glynis Frederiksen reported on the following items: • Leslie Wall was recently promoted • Lindsay Roe is the new Fundraising Coordinator. Her first day will be Monday, September 30. • Shelter hours of operation are changing to 12:30pm – 5:00pm, seven days a week. • Kimberly Shelton, Assistant Parks Director is now the direct supervisor to Glynis Frederiksen. Parks Director Report Kimberly Shelton, Assistant Director Parks & Community Services • Danielle Marks, Parks Admin Asst has accepted a position as an HR coordinator. This will be her last Shelter Advisory Board meeting. Council Liaison Report • Nothing new to report Citizen Comments – No citizens present. Discussion and Recommendation Item Animal Code Revision, presented by Glynis Frederiksen The proposed Ordinance relating to dangerous and potentially dangerous dogs was reviewed and finalized by the City’s Legal team and presented to the advisory board. The revised Ordinance removes breed specific language, strengthens enforcement ability to address chronic offenders and problem dogs, and more clearly defines terminology. Terminology is more clearly defined throughout the Ordinance. Breed specification was removed surrounding Pitbulls. Duty of owner responsibility language was also outlined, in conjuction with confinment language, along with a proper reporting outline of the deadline of when to notify the Animal Control about dangerous dogs moving into the city. A revision was also made to ensure dangerous dogs are not only microchipped but also spayed or neutered. Clarification is written that the owner is responsibility for all costs associated with the confinement of the dog, including food and veterinary expenses. Language was also added about reclassification of a potentially dangerous dog, at the descretion of the shelter manager pending the determination that the risk to public safety has been mitigated. The advisory board agrees this ordinance is more clearly defined and very thorough. A motion was made to recommend this to Council, a second was heard. M/S/A to recommend presenting this Ordinance to the Council for approval. The first meeting presented to Council is expected to be on October 23, with a second reading on October 30, and the final Council reading and vote expected to be held on November 6. Other Business The next advisory board meeting has been moved to November 20, 2019. A motion was heard to move the meeting date from November 27 to November 20. M/S/A to accept the revised meeting date. Motion was made to adjourn the meeting. M/S/A unanimously. Meeting Adjourned @ 6:22PM Next meeting: November 20, 2019 at Forest Park Administration Building. Respectfully submitted, Danielle Marks, Administrative Assistant Parks & Community Services  CITY OF EVERETT ANIMAL SHELTER ADVISORY BOARD MEETING Wednesday, November 20th, 2019 5:30 – 7:00 P.M. Forest Park, Administration Building 802 E Mukilteo Blvd, Everett, WA 98203 The meeting was called to order at 5:40pm Shelter Advisory Board members present: Nathan Shelby, Lindsay Ellsworth, Kara Langus, Sarah Hartwell Board members not present: Leslie Shattuck (Excused), Brooke Fiscus (Absent), Alyssa Russell (Absent), Lindsay Roe (Excused), Bill Morgan (Absent), Jennifer Ward (Excused) No quorum was reached at this meeting Staff present: Kimberly Shelton, Parks Assistant Director; Glynis Frederiksen, Shelter Manager; Emily Young, Parks Admin Asst. Acceptance of Meeting Agenda: A motion was made to accept the agenda for November 20th, 2019. Motion/Second/Approved (m/s/a) unanimously to accept the agenda for November 20th, 2019 as presented. Review and Acceptance of Minutes: No quorum achieved, therefore no motion was made to accept the minutes from Sept 25th, 2019. Member Reports • No member reports. Shelter Manager Report Glynis Frederiksen reported on the following items: • Dangerous dog code revision passed unanimously and eliminated limitations on pit bulls. This brings the City into compliance with the new state law in effect January 1, 2020. • With the new change in hours of operation of the Animal Shelter, staff take lunch before shelter opening times. Overall staff is pleased with the implementation of the new shelter hours. • Mary Zelinka has been hired in the Vet Tech position. She comes to the EAS with previous working experience with NOAH and Purrfect Pals. • Opening of 3rd Animal Control Officer position will go into effect very soon. This position is going to the civil service commission on 11/21/2019. • Multiple hoarding cases this past summer have caused the shelter to remain at a close to full capacity. • Live release rate for this rolling 12-month period is 89.3% this year, that is down a small percentage from the 90.14% at the same time last year. This dip in percentage is partially due to a larger number of animals handled this year. • 300 more cats were seen this year alone; several litters of kittens passed away from unknown causes, possibly due to genetic factors. Parks Director Report Kimberly Shelton, Assistant Director Parks & Community Services • 2020 city budget was passed with few changes that affect EAS, EAS funding didn’t change except for adding the fundraising coordinator position – Lindsay Roe • Civil service ACO position posting was approved, will be moving Ranger Supervisor in to a higher role where her will manage rangers and animal control officers which will help with staff management procedures. Ranger Supervisor will go through the Animal Control Academy next year in Burien. Council Liaison Report • Not Present Citizen Comments – No citizens present. Fund Development Introduction and Program Update – Kimberly Shelter (Lindsay Roe was absent due to illness) Lindsay Roe will be raising funds for Fund 151, for surgical care and supplies for the animals. She has created a more user-friendly landing page for the donation web pages and is working on setting up the possibility of monthly recurring donations. She will be mailing out an appeal letter to about 600 people soon and is also working on a social media campaign for giving Tuesday, December 2nd, and for Santa Paws which will be held at Langus Park and cost $25. Lindsay will also be leading the monthly newsletters, thank you notes, adoption donation requests, and kennel sponsorship programs. Animal Shelter Identity and Public Messaging EAS will be working on developing an identity surrounding the question of operation as a “kill” or “no- kill” shelter. Board members provided suggestions, including posting shelter statistics on the website. 2020 Advisory Board Meeting Planning Jan: 2020 Budget Review Shelter Fee Review (Begin) March 2020 Animal Shelter Fees Municipal Code 6.04 Revisions May 2020 Animal Shelter Fees Municipal Code 6.04 Revisions (Council in June) Other suggestions included: • New Animal Control Ranger Supervisor can come in and talk about the animal control program • Animal adoption policies Mayor Holiday Reception - In Recognition of Everett’s Boards and Commissions Everett Station Thurs. December 12th, 2019 4:30pm – 6:30pm Other Business None Motion was made to adjourn the meeting. M/S/A unanimously. Meeting Adjourned at 6:47pm Next meeting: January 22, 2019 at Forest Park Administration Building. Respectfully submitted, Emily Young, Administrative Assistant Parks & Community Services  CITY OF EVERETT ANIMAL SHELTER ADVISORY BOARD AGENDA ITEM COVER SHEET TITLE: Adoption Staff G. Frederiksen 2020 Election of Chair and Recommendation Phone 425-257-6013 Vice Chair Discussion Date January 22, 2020 Information Other DESCRIPTION SUMMARY: The Animal Shelter Advisory Board elects Board officers annually for a term of one year. RECOMMENDATION Elect 2020 Board officers.  CITY OF EVERETT ANIMAL SHELTER ADVISORY BOARD AGENDA ITEM COVER SHEET TITLE: Adoption Staff G. Frederiksen 2019 Year in Review Recommendation Phone 425-257-6013 Discussion Date January 22, 2020 Information Other DESCRIPTION SUMMARY: Staff will present EAS data and highlights from 2019. Board members will be asked to share feedback from their perspective, including any potential concerns and suggestions moving forward. RECOMMENDATION Discussion only.  CITY OF EVERETT ANIMAL SHELTER ADVISORY BOARD AGENDA ITEM COVER SHEET TITLE: Adoption Staff Lindsay Roe Fund Development Recommendation Phone 425-257-6024 introduction and program Discussion Date January 22, 2020 update Information Other DESCRIPTION SUMMARY: Lindsay Roe is the Development Manager for EAS. She will provide a program overview and plans for 2020. RECOMMENDATION Information and discussion.  CITY OF EVERETT ANIMAL SHELTER ADVISORY BOARD AGENDA ITEM COVER SHEET TITLE: Adoption Staff G. Frederiksen 2020 EAS Budget Overview Recommendation Phone 425-257-6013 Discussion Date January 22, 2020 Information Other DESCRIPTION SUMMARY: The 2020 EAS budget for Everett Animal Services will be reviewed by staff. Board members are asked to review the attached budget narratives prior to the meeting to facilitate discussion. RECOMMENDATION None. Board members are asked to review the budget narratives prior to the meeting and provide questions and observations.  AN I MA L SE R VI CE S | F UN D 0 2 6 Animal Services FUND 026 OVERVIEW Animal Services operates the Everett Animal Shelter and provides animal control and pet licensing services within the City of Everett. The Animal Shelter houses stray and homeless animals from Everett and fifteen partner jurisdictions. Parks & Community Services Asst. Director Animal Services Manager 1.0 FTE Shelter Shelter Animal Control & Administration Operations Pet Licensing 1.90 FTEs 9.29 FTEs 2.81 FTEs Animal Control Services Division Animal Care & Investigations Administration Partner Veterinary Inspections Contract Care Administration Animal Pet Licensing Volunteer Transfers Program Management Pet Owner / Animal Foster Program Safety Education Fund Raising Customer Service CI T Y OF E VE RE T T | 2 02 0 PR OP OSE D BU D GE T 5-101  AN I MA L SE R VI CE S | F UN D 0 2 6 ACTIVITIES Animal Services Administration ACTIVITY BUDGET SUMMARY AMOUNT PRIMARY CITY PRIORITY Labor $ 313,617 M&O/Capital Outlay 9,094 Total Expenditures $ 322,711 Revenue Offset 0 Net Cost (expenditures less revenue) $ 322,711 Budgeted FTEs 2.65 DESCRIPTION Animal Services Administration manages the overall operations of the department including:  Providing oversight of shelter animal care and operations, service delivery, long and short-range planning, safety management, budgeting and financial management, revenue development, advisory board management, volunteer program management, community outreach and events, and fundraising  Administering animal sheltering contracts for fifteen jurisdictions  Providing administrative support, including human resources, payroll processing, purchasing, staff training, information and records management, City policy and regulatory compliance  Serving as a community resource for pets in the event of a disaster 2019 ACCOMPLISHMENTS  Reorganized key staff positions within the division to maximize operational effectiveness  Hired a new fundraising coordinator and made operational structure changes to improve service effectiveness 2020 GOALS & WORK PLAN CITY GOAL WORK PLAN PRIORITY Improve customer service and • Expand online tools and information available to the public, operational effectiveness streamline processes • Revise standard operating procedures for consistency throughout the department Grow the volunteer program • Expand recruitment efforts to increase diversity, range of skill sets, and fill key roles within volunteer program • Develop new animal enrichment, lost & found, adoption support, and community outreach volunteer programs CI T Y OF E VE RE T T | 2 02 0 PR OP OSE D BU D GE T 5-102  AN I MA L SE R VI CE S | F UN D 0 2 6 PERFORMANCE MEA SURES PROCESS AND RESULTS MEASURES TARGET 2017 2018 2019 EST. 2020 EST. Number of volunteer hours annually 25,000 16,614 18,927 19,200 20,000 (excluding foster hours) Charitable support to the ‘Fund for Animals’ (donations from individuals, $175,000 $94,472 $139,610 $90,000 $115,000 businesses and foundations, grants, events, etc.) POSITION SUMMARY POSITION TITLE FTE POSITION TITLE FTE Accounting Assistant 0.4 Fundraising Coordinator 1.0 Veterinarian 0.1 Assistant Animal Services Manager 0.4 Animal Services Manager 0.75 Shelter Operations ACTIVITY BUDGET SUMMARY AMOUNT PRIMARY CITY PRIORITY Labor $ 942,974 M&O/Capital Outlay 131,152 Total Expenditures $ 1,074,126 Revenue Offset (902,000) Net Cost (expenditures less revenue) $ 172,126 Budgeted FTEs 9.44 DESCRIPTION The Shelter Operations activity provides several services including:  Shelter animal care that reflects best practices in the animal welfare field  Onsite veterinary care for shelter and foster animals, including examinations, medical treatments, spay/neuter surgeries and other medical procedures  Pet adoptions, reclaims, owner surrenders and euthanasia services to the public  An animal transfer program with area animal shelters and rescue partners  Volunteer opportunities to assist staff with animal care and enrichment, associated shelter functions, customer service and animal fostering  Online and social media promotion of animals available for adoption  Professional responses to requests for service and information, and promotion of responsible pet ownership CI T Y OF E VE RE T T | 2 02 0 PR OP OSE D BU D GE T 5-103  AN I MA L SE R VI CE S | F UN D 0 2 6 2019 ACCOMPLISHMENTS • Implemented Dogs Playing for LifeTM enrichment program • Expanded staffing support and streamlined cat and kitten foster program • Revised standard operating procedures for seasonal shelter employees 2020 GOALS & WORK PLAN CITY GOAL WORK PLAN PRIORITY Implement emerging best • Develop programs to reduce shelter length of stay and practices in the animal managed intakes welfare field • Develop programs to address community cat issues PERFORMANCE MEA SURES PROCESS AND RESULTS MEASURES TARGET 2017 2018 2019 EST. 2020 EST. Live release rate (dogs & cats: 90% or 91% 90% 90% 90% live outcomes/total outcomes) higher WORKLOAD MEASURES 2017 2018 2019 EST. 2020 EST. Total animal intake 4,754 5,395 5,365 5,300 (all species and intake types) Average daily shelter population 143 190 180 175 (all animal types) animals animals animals animals Number of spay/neuter surgeries performed 1,286 1,898 1,900 1,900 POSITION SUMMARY POSITION TITLE FTE POSITION TITLE FTE Animal Care & Customer Service Asst 5.34 Veterinary Technician .90 Accounting Assistant .40 Asst Animal Services Manager .50 Animal Control Officer 1.35 Animal Services Manager .15 Veterinarian .80 CI T Y OF E VE RE T T | 2 02 0 PR OP OSE D BU D GE T 5-104  AN I MA L SE R VI CE S | F UN D 0 2 6 Animal Control & Pet Licensing ACTIVITY BUDGET SUMMARY AMOUNT PRIMARY CITY PRIORITY Labor $ 282,901 M&O/Capital Outlay 36,676 Total Expenditures $ 319,580 Revenue Offset (78,971) Net Cost (expenditures less revenue) $ 240,609 Budgeted FTEs 2.91 DESCRIPTION Animal Control and Pet Licensing supports the Safe Community priority by investigating and enforcing City animal code violations involving public safety, animal welfare and animal nuisance complaints. This division also provides pet licensing services for City residents and provides animal safety and welfare education to the community. 2019 ACCOMPLISHMENTS • Updated the Dangerous Dog chapter of Everett Municipal Code Title 6 – Animals, to reflect changes in state law • Launched email pet license renewal notices 2020 GOALS & WORK PLAN CITY GOAL WORK PLAN PRIORITY Update and modernize • Identify and implement improvements to customer service animal control enforcement and operational effectiveness Expand the pet licensing • Increase use of technology, marketing and more effective program enforcement to increase pet licensing awareness and compliance rates in the City PERFORMANCE MEA SURES PROCESS AND RESULTS MEASURES TARGET 2017 2018 2019 EST. 2020 EST. # of pets licensed per 1,000 50 32 36 36 38 people population WORKLOAD MEASURES 2017 2018 2019 EST. 2020 EST. Number of animal control cases 1,295 1,197 1,100 1,200 Number of pet licenses issued 3,520 4,035 4,000 4,300 CI T Y OF E VE RE T T | 2 02 0 PR OP OSE D BU D GE T 5-105  AN I MA L SE R VI CE S | F UN D 0 2 6 POSITION SUMMARY POSITION TITLE FTE POSITION TITLE FTE Animal Control Officer 1.65 Veterinarian 0.10 Animal Care & Customer Service Asst 0.66 Veterinary Technician 0.10 Accounting Assistant 0.20 Assistant Animal Services Manager 0.10 Animal Services Manager 0.10 REVENUE DESCRIPTION Animal Services is supported by general government revenue, service fees and individual/business contributions. See Fund 151 - Fund for Animals for donation revenue. Significant operating revenues for Animal Services include the following sources: • Sheltering fees from contract jurisdictions • Animal adoption fees • Animal redemption and boarding fees • Owner surrender fees • Pet license sales THREE-YEAR PERSONNEL TABLE OCCUPATION CODE TITLE 2018 2019 2020 1530 Animal Shelter Attendant 4.0 4.0 0.0 1535 Animal Care and Customer Service Assistant 0.0 0.0 6.0 2390 Office Assistant 2.0 2.0 0.0 2300 Accounting Assistant 1.0 1.0 1.0 1510 Animal Control Officer 3.0 3.0 3.0 1525 Veterinary Technician 1.0 1.0 1.0 6755 Shelter Operations Coordinator 1.0 1.0 0.0 6757 Fundraising Coordinator 0.0 0.0 1.0 6754 Assistant Animal Services Manager 0.0 0.0 1.0 6750 Veterinarian 1.0 1.0 1.0 6201 Animal Services Manager 1.0 1.0 1.0 TOTAL FTEs 14.0 14.0 15.0 CI T Y OF E VE RE T T | 2 02 0 PR OP OSE D BU D GE T 5-106  AN I MA L SE R VI CE S | F UN D 0 2 6 BUDGET CHANGES This schedule includes budget changes from the 2019 Adopted Budget to the 2020 Proposed Budget. It excludes labor cost changes related to cost of living, step increases, or employee benefits. Labor M&O FTE Item Amount Amount Total 1.0 Add Fundraising Coordinator 111,650 111,650 Upgrade Shelter Operations Coordinator to Assistant Animal 14,204 14,204 Services Manager Increase Administrative Day Laborer hours 1,980 1,980 1.0 Total 127,834 - 127,834 BUDGETED EXPENDITURES 2019 2019 2020 2018 Adopted As Amended Proposed Percent Fund 026 Animal Shelter Actual Budget 9/25/2019 Budget Change* Fnc 001 Animal Services $ 1,445,920 $ 1,574,947 $ 1,574,947 $ 1,716,417 9% TOTAL APPROPRIATION $ 1,445,920 $ 1,574,947 $ 1,574,947 $ 1,716,417 9% * 2019 Adopted to 2020 Proposed CI T Y OF E VE RE T T | 2 02 0 PR OP OSE D BU D GE T 5-107  FU N D FO R AN I MA LS | F UN D 1 51 Fund for Animals FUND 151 OVERVIEW The Fund for Animals is a cumulative reserve fund that provides funds to benefit animals. Veterinary care, capital equipment and supplies for animals at the Everett Animal Shelter are paid for through this fund. ACTIVITY Animal Shelter Veterinary Care & Animal Benefit Funding ACTIVITY BUDGET SUMMARY AMOUNT PRIMARY CITY PRIORITY Labor $ 0 M&O/Capital Outlay 173,860 Total Expenditures $ 173,860 Revenue Offset (115,359) Net Cost (expenditures less revenue) $ 58,501 Budgeted FTEs 0.0 2019 ACCOMPLISHMENTS  Hired a fundraising coordinator to expand opportunities for community giving REVENUE DESCRIPTION Sources of revenue for this fund include donations from individuals and businesses, grants, merchandise sales and interest income. CI T Y OF E VE RE T T | 2 02 0 PR OP OSE D BU D GE T 6-23  FU N D FO R AN I MA LS | F UN D 1 51 BUDGETED EXPENDITURES 2019 2019 2020 2018 Adopted As Amended 2019 Proposed Fund 151: Fund for Animals Actual Budget 9/25/2019 Estimate Budget Resources Beginning Balance 399,122 348,172 348,172 411,374 333,956 Charges for Services/Merchandise 7,140 7,000 7,000 7,466 7,000 Interest Earnings 6,706 6,720 6,720 8,199 7,009 Private Contributions 124,987 60,000 60,000 75,965 100,000 Other Miscellaneous 1,584 - - 1,350 1,350 Total Available 539,539 421,892 421,892 504,354 449,315 Expenditures M&O 128,165 156,560 156,560 170,398 173,860 Total Expenditures 128,165 156,560 156,560 170,398 173,860 Ending Balance 411,374 265,332 265,332 333,956 275,455 2020 Budget Appropriation - Fund 151 449,315 CI T Y OF E VE RE T T | 2 02 0 PR OP OSE D BU D GE T 6-24  CITY OF EVERETT ANIMAL SHELTER ADVISORY BOARD AGENDA ITEM COVER SHEET TITLE: Adoption Staff G. Frederiksen 2020 Fees Review Recommendation Phone 425-257-6013 Discussion Date January 22, 2020 Information Other DESCRIPTION SUMMARY: In 2010 City Council delegated the authority to establish and modify animal shelter fees. EMC 6.04.100 includes language that assures the Animal Shelter Advisory Board and the public have the opportunity to review and discuss fee modifications that the Board will entertain public comments and prepare a recommendation to Animal Services staff. A copy of the EMC 6.04.100 is provided for your reference. Staff will present an overview of the process and a proposed timeline for this year’s fee review. RECOMMENDATION Discuss timeline.  Everett Animal Services Procedure for Fee Establishment or Changes Everett Municipal Code 6.04.100 A. The manager of the animal services division authorized to administratively establish and charge fees for the use of its services. The manager shall use the following procedure when establishing or changing a fee: 1. New and/or proposed fee changes will be made available for public review; 2. The manager will present new and/or proposed fee changes to the animal shelter advisory board and the animal shelter advisory board will discuss such new and/or proposed fee changes and entertain public comments; 3. The animal shelter advisory board will accept, provide comment, or propose changes to the manager’s recommendation for new and/or proposed fee changes; 4. The manager shall consider all comments and/or proposals before making a final determination on new and/or proposed fee changes; and 5. The manager will provide notice to the city council of his or her final determination on new and/or proposed fee changes prior to implementation.  CITY OF EVERETT ANIMAL SHELTER ADVISORY BOARD AGENDA ITEM COVER SHEET TITLE: Adoption Staff Glynis Frederiksen Rules of Procedure Review Recommendation Phone 425-257-6013 Discussion Date January 22, 2020 Information Other DESCRIPTION SUMMARY: On an annual basis, Board members and staff review the current rules of procedure for potential changes. The rules are adopted by the Board on an annual basis. The attached rules of procedure, signed by Advisory Board members on May 22, 2019 will be reviewed. Based on Board member suggestions at the January meeting, staff will bring back the final document for approval and signature at the March Animal Shelter Advisory Board meeting. RECOMMENDATION Review Rules of Procedure and suggest modifications as appropriate for Board consideration.  Rules of Procedure 2019 City of Everett Animal Shelter Advisory Board Number Rule of Procedure Rationale 1.0 Meeting Length 1.1 The length of board meetings and Research demonstrates that the workshops shall not exceed two hours productivity of attendees tends to rapidly unless the board approves an extension. diminish after meeting for two consecutive hours. 1.2 The length of special board meetings This provides the necessary flexibility will be jointly determined by the based upon the timing of projects and Everett Animal Services Manager issues that need to be discussed prior to (“Manager”) and the Animal Shelter actions that may be taken by the board. Advisory Board Chair (“Chair”). 2.0 Meeting Day, Time and Location 2.1 The regular meeting of the board shall The fourth Wednesday has been the be the fourth Wednesday of every other traditional day for the regular meeting. month at 5:30 p.m., based on a January meeting with no meeting in December. The Manager and Chair will jointly determine if a regular meeting will be canceled. All meetings of the board are open to the public. 2.2 Special meetings may be called by the On the rare occasion there may be a need Manager, in consultation with the to have a special meeting for an item that Chair, if a formal action is required of is unanticipated and cannot wait until the the board and the action must be taken next regularly scheduled meeting. prior to the next regularly scheduled board meeting. Public notice will be provided in advance of special meetings. 2.3 Regular meetings and workshops (if This gives Everett Animal Services and scheduled) will have a standard the board flexibility to balance a variety meeting time for each calendar year. of factors that can affect attendance. The meeting time will be decided at the regular meeting each January. 2.4 All meetings and workshops shall be This gives EAS and the board the ability held at the same location throughout to establish the location(s) on an annual the year at the Everett Animal Shelter basis and also allows for a different unless otherwise agreed to by the location to have a meeting and/or Manager and Chair, and posted on the workshop due to a special circumstance. City’s website at least one week in advance of the meeting date. The meeting location will be decided at the regular meeting each January. Rules of Procedure 2019 1  2.5 When a regular meeting or workshop Necessary because occasionally, a falls on a holiday or specially conflict will occur. recognized day of celebration (though not an official holiday), the Manager and Chair shall jointly determine if the regular meeting will be canceled or re- scheduled. 3.0 Meeting Agenda 3.1 All regular meetings, workshops and This helps to ensure that discussion is special meetings shall have an agenda focused and that the intent of meetings, prepared by the Manager to guide workshops, special meetings and retreats board member and staff discussion. is accomplished. The agenda shall be distributed to board members no later than three business days before regular meetings and workshops. Agenda for special board meetings shall be distributed no later than one business day before said meeting. 3.2 The Chair has the authority to alter the Provides the needed flexibility to account order of the agenda. for any issue. 3.3 Regular meeting agenda shall include, This order closely aligns with the order of at the minimum, the following in the the city council meetings. An order stated: opportunity is also provided to more fully 1) roll call of members; discuss board member initiated ideas, 2) acceptance of minutes from the observations and/or concerns as part of previous meeting; the new business section without 3) adoption of the meeting agenda; necessarily needing to speak to these 4) Manager report; types of items under their board member 5) board member comments; comment’s section. 6) city council liaison report; 7) public comment; There may be other meetings during the 8) board action items (adoption, public year where a public hearing or public hearings and/or recommendation to the forum is scheduled as part of the Board Manager); meeting. In this case, placing 9) discussion items; hearings/forums as the second agenda 10) information items; item allows staff to advertise a specific 11) new business as time allows and as time to the public when the allowed by the Chair; and hearings/forums will begin. 12) adjournment. Under board member comments, members may include requests to have an item placed under new business to allow an appropriate amount of time to initiate discussion, including a request to place items on an agenda at a future Rules of Procedure 2019 2  meeting. The only planned exception to the agenda is when a public hearing/public forum is scheduled at the meeting. If scheduled, the public hearing will constitute the second item on the agenda. 3.4 Special meeting agenda shall only By its nature a special meeting is for a include action items (adoption and/or more narrow purpose than a regular recommendation to the Manager). No meeting. other item is discussed. 3.5 Workshop agenda shall only include Typically, policy items and items for discussion and tasks to be comprehensive plan processes affecting performed. These items are of a nature staff work priorities are the types of items that extended discussion by board that would usually be scheduled. members may be necessary. Items for discussion at workshops would typically precede an action by the board. The Chair shall determine if public comment will be allowed during workshops. 4.0 Meeting Conduct 4.1 In all practical cases, Robert’s Rules of This is to help ensure fairness and Order will govern the conduct of protection of speech by all board meetings and workshops. members. 4.2 Acceptance of minutes and board Motions apply to formal board activity. actions (adoptions, public hearing All other activity involves discussion and closure and recommendations to the consensus. Manager) require motions (first and second) and a quorum. A quorum consists of a simple majority present based on the total number of appointed positions. A quorum shall be four (4) members based upon six (6) or seven (7) appointed positions. A quorum shall be three (3) based on four (4) or five (5) members appointed. Actions shall be determined by a simple majority vote of the members present. Voting shall be by voice unless a board member requests a roll call vote. Board member alternates are voting members in the absence of a regular member. 4.3 Board member, city council liaison and This is to help ensure that the gist of the general public comments are limited to comment is identified and three (3) minutes each unless otherwise discussion/information items are approved, in advance of the meeting, concisely presented to help ensure that by the Chair. Discussion items shall Rules of Procedure 2019 3  not exceed 20 minutes in length the agenda is followed in the time (including board questions/comments available. unless otherwise arranged ahead of time between the Manager and Chair. Information items shall not exceed 10 minutes in length unless otherwise arranged ahead of time between the Manager and Chair. 4.4 Discussion of any issue not on the This is to help ensure that the rules of agenda and brought up under board procedure framework are utilized in a member comments, may be further manner to promote appropriate discussed under new business as time discussion based on the application of allows. The issues can then be standard meeting protocols. It also scheduled for further board allows, as time is available, for additional consideration at a future meeting (see discussion prior to a potential scheduling 3.3 above). of issues at future board meetings. 4.5 It is the responsibility of board This is to both ensure that discussion is members to take the initiative to not prematurely “closed” and that comment on agenda items. The Chair individual board members are not will conclude agenda items prior to required to speak on an issue if they board action and/or direction by desire to remain silent. offering an opportunity for “final” comments through a general appeal to board members. 4.6 The public can speak on any item not This follows city council meeting on the agenda as the seventh agenda protocol. item (see 3.3 above). The public will also have the opportunity to speak on any item on the agenda after staff presentation and prior to board discussion. Each member of the public is also limited to three minutes. 4.7 Everett Animal Services shall keep Specifies in writing what is today’s minutes of all regular meetings, special common practice. meetings and workshops, including actions of the board, all of which shall be housed at the Everett Animal Shelter. Minutes are public records and subject to public disclosure. The minutes are designed to capture the essence of dialogue and are not meant to be a verbatim summary of remarks. 4.8 All board members, staff and guests Proper etiquette is to be exercised as a are expected to comport themselves requirement of participation. with respect and collegiality. Rules of Procedure 2019 4  4.9 Any board member who has a Board members must avoid a conflict of financial, personal or official interest interest or the appearance of a conflict of in, or conflict (or appearance of a interest. conflict) with any matter pending before the Board, of such nature that it prevents or may prevent that member from acting on the matter in an impartial manner, will offer to the Board to voluntarily excuse him/herself and will vacate his/her seat and refrain from discussion and voting on said item. 5.0 General Meeting Responsibilities 5.1 Each board member commits to read Board members cannot discharge their agendas and agenda packet materials responsibility without reading, absorbing prior to the start of a meeting or and thinking about the material prior to workshop. discussion and/or action. 5.2 During discussions, the Chair The chair is in the position to promote the “officiates” (i.e. facilitates) the conduct of a meeting that is smoothly meeting. In this role, the Chair run. Occasionally, it is not possible to progresses the meeting through the conclude discussion and/or take action as agenda, recognizes all speakers, planned. In these cases, it is appropriate including board members, extends for board members to discuss how they and/or limits discussion and helps to wish to proceed, in light of any ensure that, where practical, Roberts constraints as may be identified by the rules of order are followed. Chair and/or Manager. If an agenda item is likely to require additional time that may impede the likelihood of addressing all agenda items, the Chair shall seek board guidance to either extend an agenda item’s discussion time, postpone any agenda item(s) to a future meeting, if practical, or seek other guidance such as extend the meeting time. 5.3 The Chair may also 1) appoint ad hoc Provides additional clarity regarding committees as needed; and 2) select a procedure. member to chair any meeting if the Chair or Vice Chair cannot attend. The Vice Chair is to serve as Chair in the event that the Chair is unable to do so. 5.4 The Chair will restate all motions to Avoids a situation when someone might help ensure that board members say he/she didn’t realize what was understand the intent of the motion. associated with the vote. 5.5 Board members commit to frame This commitment is to reinforce the discussion around Everett Animal notion that there is a balance between the Services’ vision, mission, the extent of benefits received and the Rules of Procedure 2019 5  magnitude of benefits, costs and cost resources needed to extend the benefit. It savings as a guiding principle. The is also to clearly define “policy principal board role is related to policy advocacy” from “administration.” advice as opposed to administration or “how” to implement policies and/or programs/facilities. 5.6 Board members who wish to schedule This is to prevent a meeting from veering a discussion of a specific issue will off the agenda which is not fair to anyone request that the Chair work with the in attendance. Manager to place the issue on an upcoming agenda. 5.7 Suggestions, ideas and initiatives that No one should be placed on the spot and are introduced at a meeting where the forced to indicate a position or comment board members are hearing it for the on the worthiness of a proposal without first time or have not been included in having the opportunity to think about a an agenda packet for review will not suggestion, idea or initiative outside of a result in any type of board action meeting. and/or commitment at the meeting where first introduced. 5.8 Board members commit to analyzing This is a fundamental responsibility. staff proposals, asking questions and Most presentations also are structured to helping to ensure that they are well have questions asked throughout the thought out and balance benefits with presentations. costs. Questions are encouraged by board members during staff and/or consultant presentations in all practical cases. 6.0 Meeting Attendance 6.1 Board members are volunteers This statement identifies the nature of the appointed by the Mayor and confirmed position and the general philosophy. It by City Council. Their service is also helps to ensure that there are always voluntary. Notwithstanding the quorums (at least 4 members present). volunteer nature of the membership, board members are expected to attend a minimum number of meetings per calendar year. As soon as known, unique circumstances adversely affecting minimum and/or consecutive attendance requirements stated in (6.2) and (6.3) below shall be discussed with the Manager & Chair. 6.2 Board members commit to respond to This helps to ensure that the Manager and the Manager or his/her administrative Chair are aware if agenda items need to liaison by 5:00 p.m. the day before a be revised and that the proper meeting meeting, workshop or special meeting supplies are prepared in advance, thereby if they cannot attend. avoiding unnecessary expense. Rules of Procedure 2019 6  6.3 Board members commit to attending a This is generally the minimum minimum of 67% (4 of 6 meetings) of percentage to help ensure continuity of all regularly scheduled meetings, discussion and minimize the probability workshops and special meetings during of board and staff time being devoted to a rolling 12 month period. reviewing material previously discussed and/or acted upon by the board. 6.4 In addition to the requirement of 6.3 This helps to prevent significant above, board members commit to not knowledge gaps from developing which missing more than two consecutive could hinder board member activities, board meetings, in any combination of discussions and/or actions. sequence of regular meetings, workshops or special meetings. 6.5 Board members, whose attendance This is to help ensure that the probability does not conform to the requirements is maximized that there will be full board of section 6.3 or 6.4 above, and after member attendance. taking into account any unique circumstances that may affect attendance based on discussion between the member and the Manager and Chair, may be recommended to the Mayor for removal from the board by formal action of the board at a regular meeting. 7.0 Officers 7.1 The board shall have two officers, a Positions are necessary to conduct the Chair and Vice Chair, to be elected meeting. from the members of the board. 7.2 The election of the officers shall take The Chair and Vice Chair are members place annually in the month of with at least one year of service on the November. The term of office shall board as a regular or alternate member. run until the next subsequent election. 7.3 In the event of a vacancy of any officer As relates to the Chair position, it is not position during the term of office, the automatic that the Vice Chair becomes board shall elect a successor from its Chair. membership. Rules of Procedure 2019 7