RCACP Executive April 20, Committee 2018 Meeting

RCACP Executive April 20, Committee 2018 Meeting The Regional Center for Animal Care and Protection (RCACP) ( http://rcacp.org/) serves the City of Roanoke, the Counties of Botetourt and Roanoke, and the Town of Vinton, and is an open intake facility. The Regional Center primarily handles stray animals picked up by the Animal Control Officers employed by the municipalities, but also accepts strays found, and animals owned, by citizens of the municipalities. Mission Statement To provide temporary shelter for stray, abandoned, and surrendered animals to return them to their owners or find them permanent suitable new homes. To provide cost effective sheltering through a regional partnership to ensure the highest live release rate practical for our community.

CONTENTS Meeting Agenda... 1 Roll Call... 2 Minutes-January 11, 2018... 3 Operations Report... 7 Operations Committee Report... 9 Fiscal and Administrative Committee Report... 10 FY2019 Budget... 11 Financial Review FY2018 To Date 9 Months... 21 Motion for Closed Meeting... 26 Certification for Closed Meeting... 27 Appendix... 28 Statistics... 29 Media Releases... 65 Letters of Appreciation... 66

Meeting Agenda Regional Center for Animal Care and Protection (RCACP) Executive Committee Friday, April 20, 2018 Noel C. Taylor (Roanoke City) Municipal Building Council Conference Room 215 Church Avenue, Roanoke, VA 24011 11:30 AM 1. Meeting Call to Order (Chairman Barry Thompson, Town of Vinton) 2. Roll Call 3. Approval of minutes from January 11, 2018 4. Public Comments 5. Old Business a. Emergency Vet Services 6. Staffing Update i. Vacancies ii. Plan of action 7. Operations a. Y-T-D Statistics b. Adoption update c. General Operations d. Volunteer Program update e. Marketing update f. Grant Updates 8. Unfinished Business a. HVAC 9. Reports a. Operations Committee Report b. Fiscal and Administrative Operations i. FY2019 Budget ii. Financial Review FY18 March 10. Next Meeting July 20, 2018, 11:30 a.m. 11. Closed Session 12. Adjournment 1

MINUTES OF MEETING OF THE EXECUTIVE COMMITTEE OF THE REGIONAL CENTER FOR ANIMAL CARE AND PROTECTION HELD AT 11:00 A.M. ON THURSDAY, JANUARY 11 2018, IN THE ROANOKE CITY COUNCIL CONFERENCE ROOM LOCATED AT THE NOEL C. TAYLOR MUNICIPAL BUILDING, 215 CHURCH AVENUE, ROANOKE, VIRGINIA MEMBERS PRESENT: Barry Thompson Tim Jones Dan O Donnell Brian Townsend Gary Larrowe OTHERS PRESENT: Mike Warner Melinda Rector Anne Cantrell Andrea Trent Tony Zerrilla Mr. Thompson, Chairman, called the meeting to order at 11:00 a.m. and called the roll. Mr. Thompson called for a motion approving the minutes of the October 12, 2017 meeting. Chief Jones made a motion to approve the minutes; the motion was seconded by Mr. O Donnell and carried by a voice vote, all members present voting in favor. Public Comments Ms. Denise Hayes, CEO of the Roanoke Valley SPCA addressed the Executive Committee. She stated that she is pleased with the spay neuter arrangement between the SCPA and RCACP and the proactive system currently in place. Ms. Hayes mentioned that the SPCA could provide additional days if needed. She also mentioned that she has recognized the positive changes that have occurred at RCACP over the last 6 months; notably the cleaner environment and an engaged staff. Mr. Thompson thanked Ms. Hayes for her comments, and passed along appreciation for what the RVSPCA does for the community. Public Comments continued Ms. Bonny T. Lee of Roanoke City was inquiring as to the cost per day for long-term dogs and animals that have been in the shelter for 200+ days. She also asked if Animal Control officers have arrest powers. Chief Jones responded, telling her that the A.C. officers have limited arrest powers in emergencies, and can call on other police resources. Ms. Trent stated that some research on her question regarding cost per day will have to be performed. Staffing Mike Warner, Interim RCACP Director, recently initiated an Employee of the Year Award program by requesting nominations from RCACP staff. Mr. Warner introduced Mr. Rodney Bowyer as the winner of the award, and recognized Mr. Bowyer s compassionate willingness to work above and beyond. Mr. Bower accepted the award and thanked Mr. Warner and Ms. Melinda Rector, RCACP Acting Operations Manager for the improvements they have implemented. Mr. Thompson extended to Mr. Bowyer the Committee s congratulations and appreciation, as did the Fiscal and Operations Committee. 1 3

Mr. Warner mentioned that previous vacancies have been filled. However, there has been one recent resignation (Adoption Coordinator). The position is under review, with a new job description being developed. Mr. Warner communicated replacing temporary personnel with the hiring of two (2) part-time personnel at the front desk is working very well. Regarding Plan of Action (Agenda Item 5 (iii)), Mr. Warner stated new policies and procedures with a reference to best practices need to be put in place. These would include an Animal Assessment Policy and a Spay & Neuter Policy, Mr. Warner and Ms. Rector will be working on this goal in the near future. Operations Mr. Warner stated that, with the exception of Chief Jones, he had met with each Executive Committee member regarding current and future RCACP plans. Mr. Warner will follow up and meet with Chief Jones when schedules allow. Mr. Warner said that there were many events held in December and thanked the staff for their hard work regarding these events. With respect to statistics, the shelter currently has a population of 140 animals. He cited the continuation of good monthly live release rates for dogs, with the monthly rates for cats increasing (up to 75% for December 2017), and said that the work through social media contributed to the positive live release rate results. Mr. Warner then cited the monthly adoption figures for the most recent quarter, with November representing the high month (90 adoptions) for the quarter ended December 2017. In terms of general operations, Mr. Warner mentioned that the inmate workforce (utilizing Roanoke City and Roanoke County inmates and supervision) has provided many benefits, including some painting for parts of the facility. Mr. Warner recognized the good ongoing conversations with Ms. Hayes (SPCA), particularly on the matter of the RFP with their organization. In addition, Mr. Warner has established a good working relationship with Virginia Tech Veterinary area, which is now providing animal exams and surgeries at no cost. Mr. Warner said that the adoption trailer is being used and represents a very good purchase and use of grant funds. Dr. Parker, the RCACP Veterinarian has implemented infectious disease cleaning, and vaccinations. Mr. Warner also mentioned the excellent partnership with Fairfax County in terms of animal rescues and adoptions, as two (2) RCACP volunteers regularly make the trip to Fairfax County and supply them with six to eight animals per month. Volunteer Program - Volunteer hours totaled 575 for the most recent quarter, as volunteers play a large role in assisting with events held and attended by RCACP. Mr. Warner would like to bring volunteers who have reached 500 hours of volunteer time to a future Executive Committee meeting to recognize their accomplishments. Marketing Update / Events - Mr. Warner mentioned the thirteen (13) events that RCACP participated in during the most recent quarter, including the positive exposure with the Roanoke Photography Club, working with special needs students, television animal showcases, and the new adoption satellite center at Petco Valley View with 2 cages that the volunteers assisting there. Also to be mentioned is the success of the Animal Food Pantry, which receives numerous food donations that are used to assist the elderly and those that may be considering surrendering their pets due to the cost of food. Grant Update RCACP did not receive the grants that were requested from Pet Smart for vaccines and soundproofing. However, citizens are providing animal food donations, and there was a sizable donation from Carillion in the form of animal toys and gift stockings. Mr. Warner stated that the requests for grant funding will continue. 2 4

Unfinished Business HCVAC Replacement of HVAC units would most likely be completed over a three (3) year period. Mr. Warner will come to the Executive Committee with a recommendation after discussion with the Fiscal and Operations Committee. The proposal will be a part of the FY19 Budget process. Mr. O Donnell and Mr. Thompson both mentioned that they had made trips to RCACP and noted the cleaner conditions and overall improvements to the facility. Mr. Warner then mentioned the Operations Committee Meeting held October 18 th. Several topics and issues were discussed (see page 9 of the handout). Chief Jones requested an update on emergency veterinarian assessments and the cost of their euthanasia. Ms. Rector stated that emergency vets do charge for euthanasia services. Mr. Warner suggested that there should be a contract going forward for emergency veterinarian services to better contain locality cost. Reports Ms. Trent stated that the Fiscal and Operations Committee continues to meet with Mr. Warner and Ms. Rector on a monthly basis, with most recent meetings having the majority of the time spent on results of monthly operations and development of the RCACP FY19 Budget. Ms. Trent stated that these meetings with Mr. Warner and Ms. Rector are very beneficial, and there is a good relationship between RCACP operations management and the Fiscal and Operations Committee. Mr. Zerrilla then discussed the final FY17 RCACP Financial Audit Report, and stated that there were no changes from the preliminary results that he discussed at the previous meeting. The audit resulted in an unqualified (clean) opinion. Mr. Zerrilla stated that there was a $123,000 increase in Net Position from the prior fiscal year, a Fund Balance of $415,000 at June 30,2017, and a reduction of Find Balance from $529,000 (F16) to $415,000 (FY17), with the latter experiencing a reduction primarily due to the roof replacement and skylight project. Mr. O Donnell made a motion to accept the FY17 Financial Audit Report, with Mr. Larrowe providing a second. Mr. Zerrilla then provided commentary with respect to RCACP two financial statements; one for the first five (5) months, and two, one for the first six (6) months of FY18. For the latter, both revenues and wages/ benefits were at approximately 50% of budget through December 31 st. Mr. Zerrilla then noted several expenditure line items reflecting higher costs than budgeted at this time, due in part to a) costs relating to temporary animal disease outbreaks at the shelter, and b) the need to improve overall cleanliness in the shelter. Including encumbrances, total cost of operations was at 56% of budget through six (6) months, which represents a cost overage of $91,735 vs. holding costs at 50% of budget through December. It is noted that some of these expenditure lines excessive costs will not continue at the same pace during the final six (6) months of the fiscal year. A motion was made to approve the financial statements presented, with Chief Jones providing the motion, with a second provided by Mr. O Donnell. Ms. Trent then led a discussion regarding future meeting dates, with the concern for not having up-to-date financial information ready and available for each quarterly meeting. It was decided that the both the Fiscal and Operations Committee and Executive Committee meetings would be pushed back approximately one week, with the next Executive Meeting to be held at 11:30 a.m. on April 20 th. The ensuing Executive Committee meeting would take place July 20 th at 11:30 A.M. 3 5

Then, in accordance with State code requirements (subsection A1, section 2.2-371), a motion was made by Chief Jones and seconded by Mr. Townsend to go into closed session at 12:01 P.M. The closed session meeting ended at 12:16 P.M. (Chief Jones motion, second by Mr. O Donnell), with a reconvening and adoption of Certification of the closed meeting. With no further business to be conducted, the Executive Committee meeting was adjourned at 12:17 P.M. Respectfully submitted, Anthony G. Zerrilla Recording Secretary 4 6

County of Roanoke C95-C891 - RCACP Operating - C95-C891 Analyis of YTD Expenditures For the Nine Months Ending Saturday, March 31, 2018 4/9/2018-3:20 PM 718 of739 Annual Monthly Actual Outslancling Account Descrietion Budget Exeenditures YTD Exeenditures Encumbrances 580003 Professional Certifications 950.00 0.00 0.00 0.00 580023 Employee Recognition 500.00 0.00 321.82 0.00 580029 Allocation to Volunteers 2,800.00 0.00 227.40 0.00 580050 Miscellaneous Operating Costs 500.00 179.40 2,832.54 0.00 580052 Licenses 250.00 0.00 484.95 0.00 580097 Purchasing Card Fraud 0.00 (37.32) 0.00 0.00 601010 General Office Supplies 6,000.00 684.88 3,545.19 0.00 601013 Supplies and Small Equipment 5,500.00 254.62 26,486.04 0.00 602022 Food Supplies 800.00 0.00 251.23 0.00 604040 Medical Supplies 85,000.00 8,884.38 82,761.61 0.00 605050 Janitorial Supplies 20,000.00 1,484.51 18,943.18 0.00 607070 Building & Maint Materials 9,000.00 1,500.87 7,882.30 0.00 608080 Gas, Oil & Grease 500.00 2,026.16 488.35 0.00 609091 Garage Tires and Parts Allocation 0.00 0.00 1.321.45 0.00 611030 Uniforms 1,700.00 0.00 1,764.64 0.00 650013 First Aid Kits 150.00 17.93 17.93 0.00 650015 RCACP Foster Program 2,500.00 0.00 0.00 0.00 650024 Dog Food 13,000.00 1,676.88 22,327.70 0.00 650025 Cat Food 4,000.00 242.13 8.761.37 0.00 650054 Animal Supplies 8,500.00 531.65 8,696.00 0.00 870001 Technology Equipment-New (Greater than $5,... 500.00 0.00 979.97 0.00 980005 Transfer to Reserves 50,719.76 0.00 50,719.76 0.00 Remaining Balance 950.00 178.18 2,572.60 (2,332.54) (234.95) 0.00 2,454.81 (20,986.04) 548.77 2,238.39 1,056.82 1,117.70 11.65 (1,321.45) (64.64) 132.07 2,500.00 (9,327.70) (4,761.37) (196.00) (479.97) 0.00 o/o E ended 0.00% 64.36% 8.12% 566.51% 193.98% 0.00% 59.09% 481.56% 31.40% 97.37% 94.72% 87.58% 97.67% -- 0.00% C,o«i L*1t""\. 103.80% 11.95% 0.00% 171.75% 219.03% 10231% 195.99% 100.00%, Total Expenditures 1,431,676.76 110,443.29 1,179,254.01 0.00 252,422.75 82.37% 22