Animal Shelter Oversight Committee Meeting

City of Norman Animal Welfare Oversight Committee Norman Animal Welfare Center Multi-Purpose Room 3428 South Jenkins Ave Monday, September 11, 2017 6:00 p.m. I. Call to Order……………………………………….................…Co -chairperson Mark Howery II. Roll Call………………...…………………….............................Co-chairperson Mark Howery III. Discussion & Approval of the August Minutes. ............................Co-chairperson Mark Howery Action needed: motion to approve or reject minutes Action Taken: _______________________________________________________ IV. Monthly Statistics …………………….………………………................Captain Brent Barbour Action needed: Acknowledge Presentation V. Discussion of NAWC Amazon Account for Donations and Social Media Access for Volunteers ....................Co-chairperson Rebecca Bean Action needed: Discussion VI. Updates on NAWC Staffing/Hiring & Capital Improvement Projects.........Captain Brent Barbour Action needed: Acknowledge Presentation VII. Introduction to the City Manager's Consultant Report ....................Co-chairperson Mark Howery Action needed: Discussion VIII. Discussion of Adoption Process/Paper Work and Potential to Shorten the Process or Prepare Potential Adopters......................Co-Chairperson Mark Howery Action Needed: Discussion IX. Discussion of Volunteer Retention and Increased Participation........................................Co-chairperson Rebecca Bean/Ashley Battiest Action Needed: Discussion X. Call for Agenda Items for Next Meeting .......................................Co-chairperson Rebecca Bean XI. Miscellaneous Comments………………………….........................Co-chairperson Mark Howery XII. Adjournment…………………………………….............................Co-chairperson Mark Howery Action needed: Motion to adjourn meeting Action Taken: _____________________________________________________________  Animal Welfare Oversight Committee August 14th, 2017 The Norman Animal Oversight Committee of the City of Norman, Cleveland County, State of Oklahoma, met in the Multi-Purpose room on the 14th day of August, 2017, at 6:00PM. The notice and agenda of the meeting were posted in the Norman Animal Shelter Building at 3428 S. Jenkins on the 11th of August, 2017. The meeting was also posted on the City of Norman website at www.normanok.gov. I. Call to Order Co-chairperson Mark Howery called the meeting to order at approximately 6:13 PM. II. Roll Call BOARD MEMBERS PRESENT: Co-Chairperson Mark Howery Co-Chairperson Rebecca Bean Councilman Bill Hickman Ginger Noble, D.V.M Jennifer Kidney, PhD Kristy Wicker Sandy Moore-Furneaux ABSENT: Joe Carter, D.V.M.  OTHERS PRESENT: Amy Tyler, D.V.M Ashley Battiest, Norman Animal Welfare Captain Brent Barbour Jeanne Snider, Assistant City Attorney III. Discussion & Approval of the Minutes An error in the last month’s minutes regarding a typo was corrected. A motion to accept the minutes was made by Jennifer Kidney. Ginger Noble seconded. The motion carried. IV. Monthly Statistics and Update on Hiring Captain Brent Barbour gave an overview of the June and July statistics. He pointed out the higher number of intakes and adoptions for the month of June, the 88.88% live release rate, and explained a couple of incidents that contributed to the higher euthanasia numbers. He congratulated veterinary staff for the extra effort put into some specific medical cases that in shelters would traditionally be euthanized, for instance a cat that was diagnosed with calicivirus. He briefly talked about the July statistics as well; there was an 89% live release rate, and the shelter's intake numbers were even higher for the month of July.  Co-chairperson Mark Howery asked about the large number of kittens euthanized. Dr. Amy Tyler gave some insight into the hoarding cases that involved large numbers of very sick cats that came into the shelter. Captain Brent Barbour discussed the positions that the shelter is hiring for currently: four Animal Welfare Techs and one Shelter Manager. He briefly explained the city hiring process and the effort to consolidate the timeline to get new hires on the job faster. He also explained that the previous Adoption Coordinator will continue working on Saturdays to cover the shift until more staff are hired; she has been approved as a temporarily employee. Captain Barbour discussed the Shelter Manager position and the longer process involved in hiring for it. The job posting has been available locally for one week, and will go national in the coming week. It’s being advertised through the Humane Society of the U.S, through universities that offer degrees in shelter management, and through animal cruelty investigation agencies. The job announcement closes September 19th. Bill Hickman asked if it was possible to put a committee member on the hiring board for the shelter manager. Captain Barbour said he would ask those in HR if it was possible. Co-chairperson Rebecca Bean asked if the in-house vet could be involved in the hiring process, and Captain Brent said that staff would be involved in the process. V. Discussion of Norman’s Current Social Media Policy and its Impact on Publicity of Events at NAWC Co-chairperson Rebecca Bean asked for clarification of the Social Media Policy after two volunteers who had previous administrative access to social media accounts were told that they would no longer have that access. Captain Barbour explained that for the city social media sites, there are only certain city officials who are administrators. The shelter asked for special permission for a handful of employees to be able to post to the Norman Animal Welfare site. No one asked before giving volunteers access to the sites. He explained that for accountability, the posts should be made by employees. He has given a few volunteers an email account to which employees have access and to which the volunteers can send  pictures and stories that they would like posted. An employee can screen them, make sure they’re accurate, and then schedule them to post. Also, there will be a scheduled post calendar built so that posts can be created and scheduled to post on certain days, such as National Dog Day. The shelter posts will also start to include more general information for citizens, for instance information about microchip clinics and city pet license information. Rebecca Bean asked if scheduled posts could be made by volunteers and then screened before being posted by employees. Captain Barbour said he would look into the mechanics of doing something like that. Rebecca Bean asked if temp workers would be a possibility for cleaning in the shelter, freeing up other employees time. Captain Barbour said the problem with temp workers in the police department was the background checks that would have to be done. Rebecca Bean asked if the reclassification that had been approved by the city had gone into effect, Captain Barbour said it had. VI. Discussion of Procedure for Handling After Hours Calls Co-chairperson Mark Howery asked what the procedure is for citizens who have picked up a stray animal after hours. He has heard from a volunteer that their interpretation of what dispatch said was that if they couldn’t keep or contain the animal, that they should let it go. Bill Hickman spoke about an incident involving his own personal dogs. The original person who had found the dog was told by dispatch that if they couldn’t keep it, they should let it go and hopefully it would go home. He was able to track the dogs through social media sites and find the family that took them home. He asked if there was a way that if someone calls into dispatch with a stray dog, it can be contained by the city. There was a general discussion about intake protocol and that all animals on intake are vaccinated and can be vaccinated by all staff. Rebecca Bean said one idea would be a volunteer network of people willing to hold a dog overnight until the shelter opens, or working with the Animal Emergency  Clinic to see if animals can be held there overnight. Dr. Tyler discussed similar set- ups that are used in Oklahoma City. Bill Hickman asked what would happen if a call came in after hours that involved an aggressive animal. Captain Barbour said that if an injured or vicious animal call comes in, a patrol officer is sent out first; if it is confirmed as an injured or vicious animal, then the on-call AWO is called out. This happens frequently. He spoke with dispatch, and they do get calls anywhere from twice a week to twice a month where a citizen calls in with an animal that seems friendly and not injured, but they don’t know what to do with it. Dispatch explains that the shelter is closed and if they can contain the animal until the next morning, they will build a call and send an officer out to pick it up at the beginning of the next shift. If a person says they absolutely can’t keep it, dispatch can’t force them to keep the animal. He discussed two options. One idea would be a volunteer network that would not be done through the animal shelter but as a separate group. NAW volunteers who take in animals now through a foster program bring animals into their home that have been vaccinated and have been evaluated behaviorally. These stray animals would not be evaluated and could potentially expose volunteers' own family pets to different diseases. A second option would be to give some patrol officers microchip scanners to keep in their cars so that they could scan for microchips. Rebecca Bean asked about the script for dispatch. Captain Barbour said there wasn’t a complete script, but there are questions and prompts. She made suggestions for additions to the script, including possibly taking an animal to Emergency ER to be scanned for a microchip. Bill Hickman asked if a third option could be a few volunteer police officers from each shift who would be willing to learn the intake protocols and be willing to take a friendly animal to the shelter after hours. Dr. Ginger Noble discussed the difference between a dangerous animal threatening public safety requiring attention from the police department and a friendly animal that is no threat to public safety. Co-chairperson Mark Howery realized that Kristy Wicker had not been introduced yet. She works part time at Wildcare with wildlife rehabilitation; she’s a private consultant for Kirkpatrick Foundation and worked on the Oklahoma Animal Study. She has lived in Norman for 18 years. VII. Discussion of City’s Role/Involvement in Fund Raising Efforts.  Co-chairperson Rebecca Bean explained that Stash, in conjunction with Annie’s Rescue Foundation, is planning an event on September 8th during Art walk. The fundraiser is a combination of rescue animals and salsa dancing, an idea that came from one of the shelter volunteers, Erin Pace. Rebecca Bean has spoken with city legal to get the correct wording for the event. Proceeds will be administered by Annie’s Rescue Foundation. This wording would be so the public knows that the funds will not go straight to the Norman Animal Welfare Donation Account. Rebecca Bean also wanted clarification on whether it was possible to have the NAW trailer at the fundraising event as well. Captain Barbour and Jeanne Snider discussed the city being hesitant to be at the fundraising event in an official capacity, since the funds are being raised for the shelter, but kept and administered by a third party. There was a discussion of the fundraising event being part of a larger community event, and that several other factors contribute to getting the adoption trailer to the event including staffing and available dogs suitable for a large outside event atmosphere. Captain Barbour said he would get an answer about the trailer to Rebecca soon. VIII. Update on Status of the Four Capital Improvement Projects & Release of City Manager’s Consultant Report Captain Barbour said the shades for the outdoor kennels should be installed in the following week. The phone system has been approved up to $10,000 so an additional $5,000 had to be found to cover the costs. This new phone system will fix several issues the shelter has with its phones now and make the system more efficient. It will include scripts that will give citizens more information to help with call volume. The carport for the trailer is still in the planning stage. They are still discussing placement of the carport on the property. It has been approved, and the funds are there for the project. The fourth capital improvement is for the kennels themselves. This will include covering previous damage made by dogs that have torn into the plastic kennel walls. The other part of that is putting plastic material in the last room that has outdoor access in the door area to keep the room cooler in  the summer and warmer in the winter. The kennels will be fixed first, and then the improvements to the last room will be made with funds left over. Jeanne Snider has the City Manager's Consultant Report. She will send it out to board members before the next month’s meeting. She explained that while speaking with the consultant John Mayes, some of the recommendations have already been met since the report was done. IX. Review of Nominations for Volunteer of the Year Co-chairperson Rebecca Bean made a motion to nominate both Erin Pace and Kim Fairbanks as Volunteer of the Year. Sandy Moore-Forneaux seconded. The motion passed. Co-chairperson Mark Howery made a motion to award the two nominees the Volunteer of the Year Award. The motion passed. Co-chairperson Mark Howery asked if it would alright to share the nomination letters with the awardees. Dr. Otto asked the committee if Erica Loftis’s mother could present the award to the two volunteers. Co-Chairperson Mark Howery suggested in addition to a committee member, she could present the award in front of city council. The City Council meeting on September 26th was decided as the date of the award. X. Call for Agenda Items for the Next Meeting Rebecca Bean said she would like to put the discussion about the dispatcher’s scripts for animals found after hours on next month’s agenda. Bill Hickman said he would like to discuss putting up a sign about the no kill goal passed by the city at the shelter. Rebecca Bean wanted to discuss the adoption process and shortening the time it takes to adopt an animal out of the shelter.  Kennel Statistics Report Intakes from 08/01/17 to 08/31/17 DOG PUPPY CAT KITTEN OTHER TOTAL TOTAL 161 24 84 70 48 387 CONFISCATE 4 0 15 0 0 19 OWNER DIED 0 0 15 0 0 15 POLICE 4 0 0 0 0 4 DISPO REQ 8 0 8 2 26 44 FIELD 6 0 8 1 10 25 OTC 2 0 0 1 16 19 EUTH REQ 4 0 0 0 1 5 FIELD 0 0 0 0 1 1 OTC 4 0 0 0 0 4 FOSTER 3 0 8 20 0 31 OTC 3 0 8 20 0 31 OWNER SUR 11 0 6 2 0 19 OTC 11 0 6 2 0 19 RETURN 21 3 5 1 0 30 OTC 21 3 5 1 0 30 STRAY 110 21 42 45 3 221 FIELD 39 4 10 11 3 67 OTC 71 17 32 34 0 154 WILDLIFE 0 0 0 0 18 18 FIELD 0 0 0 0 14 14 OTC 0 0 0 0 4 4  Kennel Statistics Report Outcomes from 08/01/17 to 08/31/17 DOG PUPPY CAT KITTEN OTHER TOTAL TOTAL 153 30 89 73 50 395 ADOPTION 83 26 54 54 1 218 1 0 1 0 0 2 IN FOSTER 0 0 0 1 0 1 OUT EVENT 1 0 0 0 0 1 RESCUE GRP 9 1 9 18 0 37 WALKIN 72 25 44 35 1 177 DIED 1 0 0 0 0 1 AT VET 1 0 0 0 0 1 DISPOSAL 8 0 8 2 29 47 0 0 2 0 0 2 CREM-PRIV 1 0 0 0 0 1 CREM-SHELT 7 0 6 2 29 44 EUTH 13 0 17 1 2 33 AGGRESSIVE 5 0 0 0 0 5 COND SEVER 4 0 1 1 0 6 ILL SEVERE 1 0 16 0 0 17 INJ SEVERE 0 0 0 0 1 1 OWNER REQ 3 0 0 0 0 3 WILDLIFE 0 0 0 0 1 1 FOSTER 1 0 4 16 0 21 0 0 0 1 0 1 BEH MANAGE 0 0 2 3 0 5 COND MINOR 1 0 0 1 0 2 UNDRAGE/WT 0 0 2 11 0 13 RTO 47 4 6 0 2 59 2 0 0 0 0 2 LOST RPT 1 0 0 0 0 1 MICROCHIP 3 1 2 0 0 6 PHONE 12 2 1 0 0 15  DOG PUPPY CAT KITTEN OTHER TOTAL WALKIN 27 1 2 0 2 32 WEB 2 0 1 0 0 3 TRANSFER 0 0 0 0 16 16 WILDCARE 0 0 0 0 16 16  Kennel Statistics Report Animals On Hand on 08/31/17 DOG PUPPY CAT KITTEN OTHER Total 66 3 31 25 1 CLEVELAND CNTY 1 0 0 0 0 MCCLAIN CNTY 1 0 1 0 0 NORMAN 64 3 30 25 1 C:\Program Files\Chameleon Software\Chameleon\Crystal\KStats_Debbie_010713.rpt  Norman Animal Welfare Shelter Animal Count 08/01/2017 to 08/31/2017 Beginning Animal Counts CANINE FELINE Up to 5 Age Up to 5 Age Adult Months Unknown Adult Months Unknown 48 13 13 27 53 16 Animal Intake CANINE FELINE Up to 5 Age Up to 5 Age Adult Months Unknown Adult Months Unknown Stray At Large 92 21 18 30 45 12 Relinquished by Owner 28 3 4 7 3 4 Owner-Intended Euthanasia 3 0 1 0 0 0 Transferred In 0 0 0 0 0 0 Other Intakes 4 0 0 15 0 0 Total Live Intakes 127 24 23 52 48 16 Animal Outcomes Live Outcomes CANINE FELINE Up to 5 Age Up to 5 Age Adult Months Unknown Adult Months Unknown Adoption 62 25 12 28 36 17 Returned to Owner 40 4 7 6 0 0 Transferred Out 7 1 2 7 18 2 Returned to Field 0 0 0 0 0 0 Other Live Outcome 0 0 0 0 0 0 SubTotal Live Outcomes 109 30 21 41 54 19 www.chameleonbeach.com  Norman Animal Welfare Shelter Animal Count 08/01/2017 to 08/31/2017 Animal Outcomes Other Outcomes CANINE FELINE Up to 5 Age Up to 5 Age Adult Months Unknown Adult Months Unknown Died in Care 1 0 0 0 0 0 Lost in Care 0 0 0 0 0 0 Shelter Euthanasia 8 0 1 16 1 1 Owner-Intended Euthanasia 3 0 1 0 0 0 Subtotal Other Outcomes 12 0 2 16 1 1 Total Outcomes 121 30 23 57 55 20 Ending Animal Counts CANINE FELINE Up to 5 Age Up to 5 Age Adult Months Unknown Adult Months Unknown 58 3 13 24 44 12 C:\Program Files\Chameleon Software\Chameleon\Crystal\SAC2.rpt www.chameleonbeach.com 2  Norman Animal Welfare Kennel Comparisons Statistics "Intake Comparisons" 8/1/16 to 8/31/16 8/1/17 to 8/31/17 Dogs Strays 113 131 15.9 % Owner Surrenders 34 35 2.9 % Others 1 4 300.0 % Total Dogs Received: 148 170 14.9 % Cats Strays 57 87 52.6 % Owner Surrenders 25 14 44.0 % Others 4 15 275.0 % Total Cats Received: 86 116 34.9 % Total Intakes: 234 286 22.2 % "Outcome Comparisons" 8/1/16 to 8/31/16 8/1/17 to 8/31/17 Dogs Adoption 98 109 11.2 % Euthanasia 8 9 12.5 % Return to Owner 30 51 70.0 % Others 2 1 50.0 % Total Dogs Dispositioned: 138 170 23.2 % Cats Adoption 140 108 22.9 % Euthanasia 3 18 500.0 % Return to Owner 3 6 100.0 % Others 23 0 100.0 % Total Cats Dispositioned: 169 132 21.9 % Total Outcomes: 307 302 1.6 % Page 1 of 1 C:\Program Files\Chameleon Software\Chameleon\Crystal\ComparisonStats2_[JE].rpt  Norman Animal Welfare Average Days In Kennel 8/1/2017 - 8/31/2017 Total Average Type Animals Days Dogs 168 13 Strays 122 12 Owner Surrenders 17 21 Others 29 12 Cats 112 20 Strays 78 22 Owner Surrenders 11 32 Others 23 6 Others 23 3 Strays 5 8 Others 18 1 Page 1 of 1 Printed: 9/3/2017 C:\Program Files\Chameleon Software\Chameleon\Crystal\AverageKennelStay.rpt  Monthly Service By Assignment January 2017 to August 2017 Animal Welfare Volunteers Recent Jan 2017 Feb 2017 Mar 2017 Apr 2017 May 2017 Jun 2017 Jul 2017 Aug 2017 Total Place Assignment Hours Hours Hours Hours Hours Hours Hours Hours Hours Norman Animal Welfare Center Groomer 0:00 0:00 0:00 0:00 0:00 0:00 0:00 0:00 0:00 NAWC-Bather / Groomer 2:26 0:00 0:00 0:00 0:51 0:00 0:00 0:00 3:17 NAWC-Beautification Volunteer 0:00 0:00 0:00 0:00 0:00 0:00 0:00 0:00 0:00 NAWC-Cat Socializer 44:19 43:23 62:02 41:18 33:06 75:02 67:53 52:26 419:29 NAWC-Community Outreach Volunteer 0:00 0:00 6:18 0:00 3:25 3:00 0:00 6:28 19:11 NAWC-Dog Handler 83:59 88:16 161:48 229:32 142:34 118:18 148:35 70:46 1,043:48 NAWC-Foster Program 0:00 0:00 0:00 0:00 0:00 0:00 0:00 2:00 2:00 NAWC-Laundry 3:45 5:57 6:43 11:50 2:47 9:53 11:57 8:01 60:53 NAWC-Lobby Greeter 24:13 21:45 16:31 47:35 59:31 44:08 31:52 21:57 267:32 NAWC-Orientation 12:00 5:00 23:00 37:00 17:00 20:30 12:00 5:00 131:30 NAWC-Photographer 2:15 0:00 12:35 6:40 12:35 11:11 17:21 4:21 66:58 Other Volunteer Services 0:00 0:00 0:00 0:00 0:00 0:00 0:00 0:00 0:00 Total 172:57 164:21 288:57 373:55 271:49 282:02 289:38 170:59 2,014:38 Grand total 172:57 164:21 288:57 373:55 271:49 282:02 289:38 170:59 2,014:38 Printed 09-03-2017 7:22 am Page 1