Gallup McKinley County Animal Control Authority

Planning and Development Department Clyde “C.B.” Strain, Director GALLUP-McKINLEY COUNTY ANIMAL CONTROL AUTHORITY AGENDA Tuesday, April 9th, 2019, 1:00 p.m. City Hall Council Chambers *** Call to Order / Roll Call *** Approval of January 8th, 2019 Meeting Minutes PUBLIC MEETINGS ITEM ONE: Nomination and election of the new Vice-Chairperson- Cosy Balok, Animal Control Coordinator ITEM TWO: Out-of-State travel request for the Animal Control Coordinator- Cosy Balok, Animal Control Coordinator ITEM THREE: Quarterly Financial Report- Patty Holland, Chief Financial Officer ITEM FOUR: FY 2020 Projected Budget- Patty Holland, Chief Financial Officer INFORMATION ITEMS ITEM FIVE: Recognition of newly appointed Board Member, Tommy Nelson *** Open Floor *** Adjourn 110 West Aztec Avenue • Gallup, New Mexico 87301 • phone 505.863.1240 • email cstrain@gallupnm.gov  Minutes January 8, 2019 Regular Meeting  Gallup-McKinley County Animal Control Authority January 8th, 2019 Minutes City Council Chambers The Regular Meeting of the Gallup-McKinley County Animal Control Authority was called to order at 1:04 p.m. by Vice-Chairman Billy Moore. Upon roll call, the following were present: Billy Moore Dr. Oscar A. Palomo, MD Patty Holland Dorie Rowberry Upon roll call, the following were absent: Cherry Menapace Presented to the Chairman and Authority Board Members for their approval were the minutes of the October 9th, 2018 meeting. Board Member Holland motioned for approval of minutes as presented. Seconded by Board Member Palomo. Motion Carried. Upon roll call, the following votes were: Patty Holland (Yes) Dr. Oscar A. Palomo, MD (Yes) Dorie Rowberry (Yes) ITEM ONE: Annual Open Meetings Act, Resolution #RA 2019-01 Clyde (C.B.) Strain, Planning & Development Director began by explaining that this was the Board’s annual review of the Open Meetings Act. C.B. explained that nothing had changed from the last Open Meetings Act that was approved in 2018. The Board will continue to meet on the second Tuesday in January, April, July and October at 1 p.m. in the City Council Chambers. Regular meetings will require a ten (10) day notice, special meetings three (3) day notice, and emergency meetings twenty-four (24) hour notice to the news media. The notices will also include information regarding disability accommodations and other special requirements. C.B. informed the Board that if they would like to change the meeting times now would be the time to do so. The Board however would not be able to change the meeting dates whereas the Joint Powers Agreement mandates quarterly meetings. If there are no changes, the Board can accept the resolution as is and adopt the same quarterly meeting time of 1 p.m. Gallup McKinley County Animal Control Authority Meeting January 8th, 2019 Minutes Page 1 of 5 Chairman Moore asked the Board Members if they had any questions or changes. There were none. Motion was made by Board Member Holland to approve Resolution # RA 2019-01. Seconded by Board Member Rowberry. Motion Carried. Upon roll call, the following votes were: Patty Holland (Yes) Dorie Rowberry (Yes) Dr. Oscar A. Palomo, MD (Yes) ITEM TWO: Quarterly Financial Report Patty Holland, City of Gallup’s Chief Financial Officer informed the Board Members that the Animal Control Quarterly Report included data from the first quarter of fiscal year 2019 (July to September 2018). Animal Control’s total budget for fiscal year 2019 is just under $700,000 ($698,976). She acknowledged how the budget was shared with the county whereas any budget amendments will also be shared. Board Member Holland stated that overall Animal Control was right on track for the first three (3) months of the fiscal year and it was exactly as they had expected. The biggest bulk of the budget is for professional services (101-2012-421-45-30), which is to pay for the veterinarian and shelter services. Payroll is another large item where the only unexpected wages are for overtime, which is due to employee turnover. The third largest line item is for the rent of the building (101-2012-421-47-13). Board Member Holland stated that all the other line items had a pretty limited budget. She pointed out how Animal Control had a couple of budget adjustments during the first quarter. Chairman Moore asked the Board Members if they had any questions. There were none. Motion was made by Board Member Palomo to accept the quarterly financial report. Seconded by Board Member Rowberry. Motion Carried. Upon roll call, the following votes were: Dr. Oscar A. Palomo, MD (Yes) Dorie Rowberry (Yes) Patty Holland (Yes) ITEM THREE: Present Animal Control statistics from January to December 2018 Cosy Balok, Animal Control Coordinator reviewed the Animal Control Statistics (Page 3- 1, 3-2 and 3-3) with the Board Members, which displayed data from January to December 2018. During 2018 they took in a total of forty eight thousand and eight (4,808) animals whereas eighteen thousand and ninety (1,890) came from the Navajo Nation, seventeen thousand and seventy-eight (1,778) from the City of Gallup and Gallup McKinley County Animal Control Authority Meeting January 8th, 2019 Minutes Page 2 of 5 eleven hundred and forty (1,140) from McKinley County. Cosy pointed out that by comparing the 2017 and 2018 statistics it was visible that the number of incoming animals has continued to increase. Board Member Holland asked Cosy if there was a fee to euthanize animals at the owner’s request. Cosy responded yes there was a thirty-five dollar ($35) drug fee and twenty-five dollar ($25) disposal fee, which both go to the McKinley County Humane Society. Board Member Palomo asked Cosy what the typical reason was for requesting to euthanize an animal. Cosy responded that it was normally requested for old age animals. Cosy assured the Board that they don’t euthanize young aged animals such as, puppies and kittens. Board Member Holland asked Cosy if the trap, neuter and release program was just for cats. Cosy stated yes it was only for cats. Motion was made by Board Member Palomo to accept the 2018 statistics. Seconded by Board Member Rowberry. Motion Carried. Upon roll call, the following votes were: Dr. Oscar A. Palomo, MD (Yes) Dorie Rowberry (Yes) Patty Holland (Yes) ITEM FOUR: Budget Increase Request to purchase bullet proof vests Clyde (C.B.) Strain, Planning & Development Director began by explaining the reasons Animal Control Officers needed bullet proof vests. Their job entails the enforcement of laws whereas a lot of times individuals aren’t happy that they’re taking their animals or telling them what to do with their animals. C.B. spoke about situations that have escalated to where officers were threatened with firearms. Animal Control Officers are along the same lines as a police officer to a point where they’re confronting a lot of people. C.B. spoke about how Animal Control used to receive the Police Department’s old bullet proof vests however that wasn’t a good idea because those vests expire where they no longer provide adequate protection. C.B. stated that for safety reasons they’re requesting a budget increase request of three thousand dollars ($3,000) to purchase new bullet proof vests. From Galls each vest costs five hundred and eighty-eight dollars and ninety-nine cents ($588.99), which includes the body armor and outer carrier. If the Board approves this budget increase request it will then go before City Council on January 22, 2019. C.B. added that this cost will be added to the bottom line budget whereas the county will have to pay their 40% contribution, which is specified in the Joint Powers Agreement. Board Member Holland asked C.B. if the Animal Control Officers would be provided with specialized training on how to use the vests or any additional security training. C.B. stated that for the use of the vests they could go through the Police Department and Gallup McKinley County Animal Control Authority Meeting January 8th, 2019 Minutes Page 3 of 5 see what they have to offer. He pointed out that the vest was just serving as personal protection; they’re not apprehending anybody or placing anyone under arrest. Chairman Moore asked about the fitting of the vests and how the employee turnover will affect the budget to repurchase vests for new officers. Nikki Lee, Madam Secretary explained that the vests were general sizes such as, small, medium, large and extra- large. Ms. Lee stated that they would have to order a new vest for a new employee if they didn’t fit the available size. C.B. added that they’re hoping to not have much turnover this year, but it could happen. Chairman Moore pointed out that it would be a large expense of having to replace vests when there was a large employee turnover. Board Member Holland asked C.B. what the life of the bullet proof vest was. C.B. responded that the vests had a five (5) year life and two (2) year warranty. Board Member Holland asked if they would be marking the vests to know when they expire and they can also use that as a reminder to include in the following year’s budget to purchase new vests. C.B. stated yes they would keep track of the expiration dates and budget accordingly. Chairman Moore asked the Board Members if they had any further questions. There were none. Motion was made by Board Member Palomo to approve the budget increase request. Seconded by Board Member Rowberry. Motion Carried. Upon roll call, the following votes were: Dr. Oscar A. Palomo, MD (Yes) Dorie Rowberry (Yes) Patty Holland (Yes) ITEM FIVE: Update concerning the Animal Shelter Feasibility Study Clyde (C.B.) Strain, Planning & Development Director informed the Board that the animal shelter feasibility study was underway. He spoke about how they met with the consultants to discuss the needs of the shelter, how many animals they would need to accommodate and possible shelter sites. Stan Henderson, Public Works Director did recently submit for legislative funding for the shelter. C.B. stated that they don’t have a solid plan right now to present to the Board because it was still in the beginning phase. C.B. assured the Board that as soon as they received more information it will be shared with them. Chairman Moore stated that he had met with Mayor Jackie McKinney where he was told that the shelter was a high priority item to be presented to the legislature. Chairman Moore asked the Board Members if they had any questions. There were none. Gallup McKinley County Animal Control Authority Meeting January 8th, 2019 Minutes Page 4 of 5 Open Floor: No discussion. Motion was made by Board Member Palomo to adjourn meeting. Seconded by Board Member Holland. Motion Carried. Upon roll call, the following votes were: Dr. Oscar A. Palomo, MD (Yes) Patty Holland (Yes) Dorie Rowberry (Yes) Authority Board meeting adjourned at 1:20 p.m. GALLUP McKINLEY COUNTY ANIMAL CONTROL AUTHORITY ______________________________________________ CHAIRWOMAN CHERRY MENAPACE ATTEST: ______________ CLYDE (C.B.) STRAIN SECRETARY TO GALLUP McKINLEY COUNTY ANIMAL CONTROL AUTHORITY Gallup McKinley County Animal Control Authority Meeting January 8th, 2019 Minutes Page 5 of 5  Public Meetings ITEM ONE Nomination and election of the new Vice-Chairperson Cosy Balok, Animal Control Coordinator  Animal Control Department Clyde “C.B.” Strain, Director Cosy Balok, Animal Control Coordinator MEMORANDUM Date: April 5, 2019 To: Gallup McKinley County Animal Control Authority Board From: Cosy Balok, Animal Control Coordinator Subject: Nomination and Election of new Vice-Chair Discussion: GMCAC is required to nominate and elect a new Vice-Chairperson during the April 9th Meeting. In the event that Chair Person, Cherry Menapace is unavailable to attend a meeting, the Vice- Chair will step in to fulfill the chair responsibilities. Due to Billy Moore vacating his position there is now a vacancy for the Vice-Chair position. Please nominate and elect a County or City Appointee. 1315 B Hamilton Road • Gallup, New Mexico 87301 • phone 505-726-1453 • email cbalok@gallupnm.gov  Public Meetings ITEM TWO Out-of-State travel request for the Animal Control Coordinator Cosy Balok, Animal Control Coordinator  Animal Control Department Clyde “C.B.” Strain, Director Cosy Balok, Animal Control Coordinator MEMORANDUM Date: April 5, 2019 To: Gallup McKinley County Animal Control Authority Board From: Cosy Balok, Animal Control Coordinator Subject: Out-of-State Travel Request Discussion: Reference the Joint Powers Agreement (JPA) where it states the Duties & Obligation of the Board to “Approve for GMCAC personnel out of state travel.” Therefore I am requesting approval for myself to attend training in New Orleans, Louisiana. The Humane Society of the United States is hosting the 2019 Animal Care Expo; a four (4) day training from Monday, April 15, 2019 to Thursday, April 18, 2019 at the Ernest N. Morial Convention Center in New Orleans, Louisiana. Included in your agenda packets is the detailed four (4) day training agenda, cost of attendance and an outline of the attendance benefits. I am requesting the City of Gallup to pay for my registration fee of $300 (discounted price), lodging of $828.83 and meals of $180 ($45 per day). All other expenses incurred on this trip will be at my own personal expense, which will include airfare and mileage as I will be traveling with my husband. There are sufficient funds in Animal Control’s Employee Training and Travel budget to cover the requested costs. If approved, I will depart from Gallup on Sunday, April 14, 2019 and return Thursday, April 18, 2019. 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SOCIAL SECURITY 10,357 0 5,251 5,106 101-2012-421.42-20 FICA - MEDICARE 2,422 0 1,228 1,194 101-2012-421.42-30 RETIREMENT CONTRIBUTIONS 30,530 0 13,492 17,038 101-2012-421.42-50 GROUP INSURANCE 35,862 0 14,502 21,360 101-2012-421.42-60 RETIREE HEALTH 3,660 0 1,314 2,346 101-2012-421.42-70 UNEMPLOYMENT INSURANCE 0 0 0 0 101-2012-421.42-80 WORKER'S COMP (ASSESSMNT) 46 0 21 25 101-2012-421.42-90 TUITION REIMBURSEMENT 0 0 0 0 101-2012-421.42-99 OTHER 0 0 0 0 ____________ ____________ ____________ ____________ * PERSONNEL 259,924 0 113,480 146,444 101-2012-421.43-10 TRAVEL 3,000 0 1,691 1,309 101-2012-421.44-10 MAINT - BUILDINGS 0 0 0 0 101-2012-421.44-20 MAINTENANCE CONTRACTS 1,694 0 1,694 0 101-2012-421.44-30 MAINT - GROUND/ROADWAYS 0 0 0 0 101-2012-421.44-40 MAINT - EQUIPMENT 558 110 110 338 101-2012-421.44-50 MAINT - VEHICLES 0 0 0 0 101-2012-421.44-51 FUEL PURCHASES 7,500 0 3,495 4,005 101-2012-421.44-90 MAINT - OTHER 0 0 0 0 101-2012-421.45-30 PROFESSIONAL SERVICES 282,730 141,115 141,362 253 101-2012-421.45-90 OTHER SERVICES 0 0 0 0 101-2012-421.46-10 SUPPLIES 6,500 0 2,007 4,493 101-2012-421.46-20 NON-CAP-FURN, FIX & EQUIP 1,000 0 969 31 101-2012-421.46-30 SAFETY EQUIPMENT 0 0 0 0 101-2012-421.46-40 UNIFORMS 2,370 100 276 1,994 101-2012-421.47-04 EMPLOYEE TRAINING 1,600 0 595 1,005 101-2012-421.47-07 POSTAGE AND MAIL SERVICE 200 0 0 200 101-2012-421.47-08 PRINTING & PUBLISHING 300 0 82 218 101-2012-421.47-12 RENT OF EQUIP & MACHINERY 3,900 1,408 2,492 0 101-2012-421.47-13 RENT OF LAND & BUILDINGS 51,600 21,500 30,100 0 101-2012-421.47-14 SUBSCRIPTION AND DUES 600 0 350 250 101-2012-421.47-15 TELEPHONE 0 0 0 0 101-2012-421.47-16 UTILITIES 13,500 0 4,935 8,565 ____________ ____________ ____________ ____________ * OPERATIONS 377,052 164,233 190,158 22,661 101-2012-421.48-20 EQUIPMENT & MACHINERY 22,000 17,881 0 4,119 101-2012-421.48-70 VEHICLES 0 0 0 0 ____________ ____________ ____________ ____________ * CAPITAL OUTLAY 22,000 17,881 0 4,119 PREPARED 04/05/19, 16:26:56 BUDGET ANALYSIS REPORT PAGE 2 PROGRAM GM601L ACCOUNTING PERIOD 06/2019 ADJUSTED CURRENT Y-T-D BALANCE ACCOUNT NUMBER ACCOUNT DESCRIPTION BUDGET ENCUMBRANCES ACTUAL ------------ ------------ ------------ ------------ ** EXPENDITURE 658,976 182,114 303,638 173,224 *** ANIMAL CONTROL 658,976 182,114 303,638 173,224 **** SWORN POLICE 658,976 182,114 303,638 173,224 ____________ ____________ ____________ ____________ ***** GENERAL FUND 658,976 182,114 303,638 173,224 ============ ============ ============ ============ 658,976 182,114 303,638 173,224  Public Meetings ITEM FOUR FY 2020 Projected Budget Patty Holland, Chief Financial Officer PREPARED 03/25/19, 15:12:22 BUDGET DRAFT WORKSHEET PAGE 26 PROGRAM GM601L FOR FISCAL YEAR 2020 ACCOUNTING PERIOD 09/2019 TWO 2019 YEAR'S AGO LAST YEARS Y-T-D ADJUSTED 2020 DIV FY 2019 CM ACCOUNT NUMBER ACCOUNT DESCRIPTION ACTUALS ACTUALS ACTUAL BUDGET REQUEST REVIEW 101-2012-421.41-20 FULL-TIME POSITIONS 129,556 139,256 84,902 148,449 148,194 146,061 101-2012-421.41-50 OVERTIME 23,690 20,649 13,262 25,000 25,000 25,000 101-2012-421.41-60 ALLOWANCES 3,558 4,310 2,485 3,598 2,353 3,868 101-2012-421.42-10 FICA - SOCIAL SECURITY 10,503 11,097 6,771 10,357 10,151 10,061 101-2012-421.42-20 FICA - MEDICARE 2,411 2,591 1,584 2,422 2,374 2,353 101-2012-421.42-30 RETIREMENT CONTRIBUTIONS 25,923 28,643 17,266 30,530 30,532 30,461 101-2012-421.42-50 GROUP INSURANCE 29,449 31,596 19,684 35,862 37,708 48,458 101-2012-421.42-60 RETIREE HEALTH 2,475 2,785 1,682 3,660 3,682 3,586 101-2012-421.42-80 WORKER'S COMP (ASSESSMNT) 46 44 21 46 46 46 101-2012-421.42-90 TUITION REIMBURSEMENT 0 0 0 0 4,750 4,750 0 * PERSONNEL 227,611 240,971 147,657 259,924 264,790 2 7 4 , 6 4 4 269,894 101-2012-421.43-10 TRAVEL 1,773 1,935 1,775 2,800 4,000 4,000 101-2012-421.44-20 MAINTENANCE CONTRACTS 0 0 1,694 1,694 1,500 1,500 101-2012-421.44-40 MAINT - EQUIPMENT 229 1,332 147 258 577 577 101-2012-421.44-51 FUEL PURCHASES 5,927 7,857 4,732 7,500 7,500 7,500 101-2012-421.45-30 PROFESSIONAL SERVICES 263,847 279,020 188,401 282,730 284,000 284,000 101-2012-421.45-90 OTHER SERVICES 0 0 0 420 1,000 1,000 101-2012-421.46-10 SUPPLIES 6,256 6,872 2,041 7,900 10,000 1 0 , 0 0 0 7,500 101-2012-421.46-20 NON-CAP-FURN, FIX & EQUIP 4,541 1,698 969 1,000 1,000 1,000 101-2012-421.46-30 SAFETY EQUIPMENT 0 0 0 3,000 700 700 101-2012-421.46-40 UNIFORMS 2,021 1,900 1,170 2,370 3,500 3,500 101-2012-421.47-04 EMPLOYEE TRAINING 1,975 1,614 1,145 1,600 4,950 4,950 101-2012-421.47-07 POSTAGE AND MAIL SERVICE 9 105 0 200 200 200 101-2012-421.47-08 PRINTING & PUBLISHING 298 145 82 300 200 200 101-2012-421.47-12 RENT OF EQUIP & MACHINERY 4,550 3,896 3,195 3,900 4,500 4,500 101-2012-421.47-13 RENT OF LAND & BUILDINGS 51,600 51,600 38,700 51,600 51,600 51,600 101-2012-421.47-14 SUBSCRIPTION AND DUES 0 0 350 600 800 800 101-2012-421.47-16 UTILITIES 13,991 10,422 6,782 12,180 15,000 1 5 , 0 0 0 13,500 * OPERATIONS 357,017 368,396 251,183 380,052 391,027 3 9 1 , 0 2 7 387,027 101-2012-421.48-20 EQUIPMENT & MACHINERY 0 0 17,702 22,000 0 0 * CAPITAL OUTLAY 0 0 17,702 22,000 0 0 ** EXPENDITURE 584,628 609,367 416,542 661,976 655,817 665,671 *** ANIMAL CONTROL 584,628 609,367 416,542 661,976 655,817 6 6 5 , 6 7 1 656,921 REVISIONS MADE BY THE BUDGET COMMITTEE 03/27/2019  Information Items ITEM FIVE Recognition of newly appointed Board Member, Tommy Nelson Cosy Balok, Animal Control Coordinator  Animal Control Department Clyde “C.B.” Strain, Director Cosy Balok, Animal Control Coordinator MEMORANDUM Date: April 5, 2019 To: Gallup McKinley County Animal Control Authority Board From: Cosy Balok, Animal Control Coordinator Subject: Recognition of Newly Appointed Board Member, Tommy Nelson Discussion: At the January 22, 2019 McKinley County Commissioner Meeting, Tommy Nelson was appointed to the vacant County position on the GMCAC Authority Board. Mr. Nelson will be replacing Billy Moore due to his new elected position as a County Commissioner, which started in January 2019. Reference the Joint Powers Agreement for Animal Control between The City of Gallup & McKinley County, effective July 1, 2016. Whereas, “The activities of GMCAC shall be governed by Board which shall have five (5) members: three (3) members appointed by CITY and two (2) members appointed by the COUNTY.” With the admittance of Mr. Nelson, the GMCAC shall be in compliance with the JPA. 1315 B Hamilton Road • Gallup, New Mexico 87301 • phone 505-726-1453 • email cbalok@gallupnm.gov