Gallup McKinley County Animal Control Authority

Planning and Development Department Clyde “C.B.” Strain, Director GALLUP-McKINLEY COUNTY ANIMAL CONTROL AUTHORITY MEETING AGENDA Tuesday, November 3rd, 2020, 1:00 p.m. PUBLIC NOTICE: In accordance with the public health order issued by the New Mexico Department of Health, the meeting will be physically closed to the public; however, it will be accessible to the public via the following technology service: Facebook Live Stream through the City of Gallup’s Facebook page: https://www.facebook.com/CityOfGallup Members of the public may call in with questions and/or comments before or during the meeting at (505) 863-1240. Please leave your name and a return phone number. *** Call to Order / Roll Call *** Approval of July 14th, 2020 Meeting Minutes PUBLIC MEETINGS ITEM ONE: Nomination and appointment of the new Chairperson - Clyde (C.B.) Strain, Planning & Development Director ITEM TWO: Quarterly Financial Report - Patty Holland, Chief Financial Officer INFORMATION ITEMS ITEM THREE: RFP award for Animal Shelter Services and Veterinarian Services ITEM FOUR: Replacement of one Animal Protection Officer with an Administrative Assistant *** Open Floor *** Adjourn 110 West Aztec Avenue • Gallup, New Mexico 87301 • phone 505.863.1240 • email cstrain@gallupnm.gov  Minutes July 14, 2020 Regular Meeting  Gallup-McKinley County Animal Control Authority July 14th, 2020 Minutes Virtual Meeting The Regular Meeting of the Gallup-McKinley County Animal Control Authority was called to order at 1:00 p.m. by Vice-Chair Dorie Rowberry. Chairwoman Rowberry stated that the meeting was being held virtually via video and telephone conferencing. The meeting was also being live streamed for the public through the City of Gallup’s Facebook page. Chairwoman Rowberry also notified the Board that there may be individuals calling in from the public to make comments during the meeting. Upon roll call, the following were present: Dorie Rowberry Dr. Oscar A. Palomo, MD Patty Holland Upon roll call, the following were absent: Cherry Menapace Tommy Nelson Presented to the Chairwoman and Authority Board Members for their approval were the minutes of the June 2nd, 2020 special meeting. Board Member Palomo motioned for approval of minutes as presented. 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) Chairwoman Rowberry asked the Madam Secretary to state the names of the individuals attending the virtual meeting. Upon roll call the following were present: CB Strain, Planning and Development Director Cosy Balok, Animal Protection Supervisor ITEM ONE: Quarterly Financial Report Patty Holland, Chief Financial Officer began by explaining how the Animal Control Quarterly Report (Pages 1-1 & 1-2) included data from the third quarter of fiscal year 2020 (July 2019 to March 2020). The spending was as anticipated and on track whereas Board Member Holland did not foresee any issues finishing out the year with their Gallup-McKinley County Animal Control Authority Meeting July 14th, 2020 Minutes Page 1 of 3 existing budget. She explained how they were working on closing out the current quarter and at the next meeting in October the Board will be presented the final quarter report of fiscal year 2020. Chairwoman Rowberry asked the Board Members if they had any questions. There were none. Chairwoman Rowberry asked the Madam Secretary if there was anyone who called in wishing to speak to Item One. There were none. Chairwoman Rowberry stated that the item was closed. Motion to accept or not accept the quarterly financial report. Board Member Palomo motioned to accept Item One. 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) ITEM TWO: FY 2021 Final Approved Budget Patty Holland, Chief Financial Officer informed the Board Members that the Preliminary Budget (Page 2-1) was for the next fiscal year 2021, which begins on July 1, 2020. The amounts that were printed originally on the report were what was approved by the City Council and will serve as the starting budget. The City Manager approved a transfer of $10,000.00 for the Animal Control’s overtime budget line item. That transfer will be completed in the first quarter of the new fiscal year, which is why Page 2-1 has been amended. The amended total budget for Animal Control will be $629,004.00 whereas the County is responsible for 40% at $251,602.00. The County will be receiving a quarterly bill and submitting their payments to the City. Chairwoman Rowberry asked the Board Members if they had any questions. There were none. Chairwoman Rowberry asked the Madam Secretary if there was anyone who called in wishing to speak to Item Two. There were none. Chairwoman Rowberry stated that the item was closed. Motion to accept or not accept the fiscal year 2021 final approved budget. Board Member Palomo motioned to accept Item Two. Seconded by Board Member Holland. Motion Carried. Upon roll call, the following votes were: Gallup-McKinley County Animal Control Authority Meeting July 14th, 2020 Minutes Page 2 of 3  Dr. Oscar A. Palomo, MD (Yes) Patty Holland (Yes) Dorie Rowberry (Yes) Open Floor: Chairwoman Rowberry asked the Madam Secretary if there was anyone who called in wishing to comment on a non-agenda item. There were none. Chairwoman Rowberry asked if there was anyone in attendance that would like to comment on a non-agenda item. There were none. Motion was made by Board Member Palomo to adjourn the 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 1:07 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 July 14th, 2020 Minutes Page 3 of 3  Public Meetings ITEM ONE Nomination and appointment of the new Chairperson Clyde (C.B.) Strain, Planning & Development Director  Public Meetings ITEM TWO Quarterly Financial Report Transactions from July 2019 to June 2020 Patty Holland, Chief Financial Officer PREPARED 10/09/20, 09:08:54 BUDGET ANALYSIS REPORT 2-1 PAGE 1 PROGRAM GM601L ACCOUNTING PERIOD 12/2020 ADJUSTED CURRENT Y-T-D BALANCE ACCOUNT NUMBER ACCOUNT DESCRIPTION BUDGET ENCUMBRANCES ACTUAL GENERAL FUND 101-2012-421.41-20 FULL-TIME POSITIONS 148,194 0 147,629 565 101-2012-421.41-30 PART-TIME POSITIONS 0 0 0 0 101-2012-421.41-40 SEASONAL POSITIONS 0 0 0 0 101-2012-421.41-50 OVERTIME 22,712 0 18,844 3,868 101-2012-421.41-60 ALLOWANCES 6,068 0 5,425 643 101-2012-421.41-70 TERMINAL LEAVE 0 0 0 0 101-2012-421.42-10 FICA - SOCIAL SECURITY 11,514 0 11,514 0 101-2012-421.42-20 FICA - MEDICARE 2,693 0 2,693 0 101-2012-421.42-30 RETIREMENT CONTRIBUTIONS 30,904 0 30,521 383 101-2012-421.42-50 GROUP INSURANCE 46,933 0 30,457 16,476 101-2012-421.42-60 RETIREE HEALTH 3,682 0 2,940 742 101-2012-421.42-70 UNEMPLOYMENT INSURANCE 0 0 0 0 101-2012-421.42-80 WORKER'S COMP (ASSESSMNT) 46 0 46 0 101-2012-421.42-90 TUITION REIMBURSEMENT 0 0 0 0 101-2012-421.42-99 OTHER 0 0 0 0 ____________ ____________ ____________ ____________ * PERSONNEL 272,746 0 250,069 22,677 101-2012-421.43-10 TRAVEL 4,000 0 3,867 133 101-2012-421.44-10 MAINT - BUILDINGS 0 0 0 0 101-2012-421.44-20 MAINTENANCE CONTRACTS 1,500 0 1,452 48 101-2012-421.44-30 MAINT - GROUND/ROADWAYS 0 0 0 0 101-2012-421.44-40 MAINT - EQUIPMENT 377 0 221 156 101-2012-421.44-50 MAINT - VEHICLES 0 0 0 0 101-2012-421.44-51 FUEL PURCHASES 6,800 0 6,232 568 101-2012-421.44-90 MAINT - OTHER 0 0 0 0 101-2012-421.45-30 PROFESSIONAL SERVICES 284,000 0 282,439 1,561 101-2012-421.45-90 OTHER SERVICES 600 0 599 1 101-2012-421.46-10 SUPPLIES 5,200 0 4,797 403 101-2012-421.46-20 NON-CAP-FURN, FIX & EQUIP 7,500 0 7,217 283 101-2012-421.46-30 SAFETY EQUIPMENT 3,000 0 2,994 6 101-2012-421.46-40 UNIFORMS 2,400 0 2,229 171 101-2012-421.47-04 EMPLOYEE TRAINING 3,650 0 2,788 862 101-2012-421.47-07 POSTAGE AND MAIL SERVICE 0 0 0 0 101-2012-421.47-08 PRINTING & PUBLISHING 200 0 200 0 101-2012-421.47-12 RENT OF EQUIP & MACHINERY 4,500 0 3,968 532 101-2012-421.47-13 RENT OF LAND & BUILDINGS 52,800 0 52,800 0 101-2012-421.47-14 SUBSCRIPTION AND DUES 500 0 480 20 101-2012-421.47-15 TELEPHONE 0 0 0 0 101-2012-421.47-16 UTILITIES 12,200 0 12,152 48 ____________ ____________ ____________ ____________ * OPERATIONS 389,227 0 384,435 4,792 101-2012-421.48-20 EQUIPMENT & MACHINERY 0 0 0 0 101-2012-421.48-70 VEHICLES 0 0 0 0 ____________ ____________ ____________ ____________ * CAPITAL OUTLAY 0 0 0 0 PREPARED 10/09/20, 09:08:54 BUDGET ANALYSIS REPORT 2-2 PAGE 2 PROGRAM GM601L ACCOUNTING PERIOD 12/2020 ADJUSTED CURRENT Y-T-D BALANCE ACCOUNT NUMBER ACCOUNT DESCRIPTION BUDGET ENCUMBRANCES ACTUAL ------------ ------------ ------------ ------------ ** EXPENDITURE 661,973 0 634,504 27,469 *** ANIMAL CONTROL 661,973 0 634,504 27,469 **** SWORN POLICE 661,973 0 634,504 27,469 ____________ ____________ ____________ ____________ ***** GENERAL FUND 661,973 0 634,504 27,469 ============ ============ ============ ============ 661,973 0 634,504 27,469  Information Items ITEM THREE RFP award for Animal Shelter Services and Veterinarian Services Clyde (C.B.) Strain, Planning & Development Director 3-1 3-2 3-3 3-4 3-5 3-6 3-7 3-8 3-9 3-10  Information Items ITEM FOUR Replacement of one Animal Protection Officer with an Administrative Assistant Cosy Balok, Animal Protection Supervisor  Animal Control Department Clyde “C.B.” Strain, Director Cosy Balok, Animal Protection Supervisor MEMORANDUM Date: October 30, 2020 To: Gallup-McKinley County Animal Control Authority Board From: Cosy Balok, Animal Protection Supervisor Subject: Replacement of one Animal Protection Officer with an Administrative Assistant Discussion: Please be aware that we have replaced one of the Animal Protection Officer positions with an Administrative Assistant. The Animal Control Department previously consisted of four (4) officers and one (1) supervisor. However, after one the officers resigned, we realized that it would be more beneficial to fill an administrative position instead of an officer position. Our department gets busy with calls and administrative duties, which the officers don’t have time for being that they are in the field responding to calls across McKinley County. It’s also important that we have a staff member stationed at the shelter at all times during operating hours, which this new position will help with. The request was approved by the Human Resources Department and City Manager whereas the Animal Control Department will now have three (3) officers, one (1) administrative assistant, and one (1) supervisor. The newly created position has been posted on the City of Gallup website and we are in the process of setting up interviews. 1273 Balok Street • Gallup, New Mexico 87301 • phone 505-726-1453 • email cbalok@gallupnm.gov