RCACP Executive January 16, Committee 2019 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-October 17, 2018... 3 Operations Report... 6 Operations Committee Report... 8 Fiscal and Administrative Committee Report... 9 Appendix... 10 Financial Review FY2019 Quarter 2... 11 Statistics... 28 Fostering Roanoke Valley Regional Kittens... 55 Media Releases... 56
Meeting Agenda Regional Center for Animal Care and Protection (RCACP) Executive Committee Wednesday, January 19, 2019 Noel C. Taylor (Roanoke City) Municipal Building Conference Room 215 Church Avenue, Roanoke, VA 24011 11:00 AM 1. Meeting Call to Order (Chairman Barry Thompson, Town of Vinton) 2. Roll Call 3. Approval of minutes from October 17, 2018 4. Public Comments 5. Staffing Update a. Employee of the Year b. Volunteer Recognition 6. Operations a. Y-T-D Statistics b. Foster and Feral Cat Program c. Adoption update d. General Operations e. Volunteer Program update f. Marketing update g. Grant updates 7. Unfinished Business a. HVAC 8. Reports a. Operations Committee Report b. Fiscal and Administrative Operations 1. FY2019 Q2 Expenditure Report (Appendix) c. Fiscal Agent Presentation on Health Insurance 9. Next Meeting April 17, 2019 11:00AM 10. Adjournment 1
Executive Committee Regional Center for Animal Care and Protection Roll Call Vote Roll Call Executive Member Title Locality Chief Jones (Tim) Chief of Police City of Roanoke Mr. Larrowe (Gary) ~County Administrator County of Botetourt Mr. Caywood (Richard) Asst. County Administrator County of Roanoke Mr. Thompson (Barry) $Town Manager Town of Vinton Mr. Townsend (Brian) Asst. City Manager City of Roanoke $ Chairman ~Chairman Elect 2
MINUTES OF MEETING OF THE EXECUTIVE COMMITTEE OF THE REGIONAL CENTER FOR ANIMAL CARE AND PROTECTION HELD AT 11:00 A.M. ON WEDNESDAY, OCTOBER 17 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 Dan O Donnell Brian Townsend Gary Larrowe Chief Tim Jones OTHERS PRESENT: Mike Warner Melinda Rector Anne Cantrell Andrea Trent Anne Marie Green Tony Zerrilla Mr. Thompson, Chairman, called the meeting to order at 11:06 a.m. and requested a roll call. Mr. Thompson called for a motion approving the minutes of the July 18, 2018 meeting. Mr. O Donnell made a motion to approve the minutes; the motion was seconded by Chief Jones and carried by a voice vote, all members present (Mr. Larrowe and Mr. Townsend arrived subsequent to the voting) in favor. Public Comments None. Old Business - None Staffing - Mr. Mike Warner, Interim RCACP Director mentioned that RCACP is at full staffing. Operations Mr. Warner addressed RCACP statistics for the quarter ended September 30, 2018. He mentioned an inventory of 278 animals beginning September 1 st and ended the month with live release rates of 95% for dogs and 72% for cats. Adoptions were strong for the quarter with 219 animals being adopted. With regard to general operations, there was a change in hours of operations effective September 20 th, with 9:00 A.M. being the new opening hour for animal redemption and intake, and fielding adoptions from 1:00 P.M. to 5:00 P.M. The time changes will be posted on social media and on the outside RCACP sign. The Foster Program now includes 35 families, with 59 cats and 11 dogs currently in the program. One of the positive impacts of the program is that it frees up shelter space and keeps the live release rate high. The relocation of the vet clinic (now in the old Kennel Supervisor s office) creates two to three times the space compared to the previous layout. With respect to the FY18 Audit, it is still in process, but to this point there have been no issues or concerns. The remodeling of the front lobby is on schedule for October 29 th completion, with initial prep work being performed for readiness. At completion, there will be 3 stations (addition of 1), new client chairs and a rotating screen for viewing potential animals available for adoption. This redesign will provide less staff interruptions and animal disruptions as walks through the 1 3
kennels will be lessened or eliminated and it will also decrease kennel traffic alleviating animal stress. The cost ($13,000) is covered by grant funds. The air conditioning unit in Bay 3 allows for placing of a unit in the new cat room (which houses approximately 10 cats) that can be viewed by citizens / potential adopters. This room has enhanced the adoption rate of cates and also frees up cages for use. The Food Pantry served 142 families and 470 pets this quarter. In July 2018 there was a networking session with RCACP s partners for a monthly Directors Meeting to discuss issues shared. There have been three meetings (the first Thursday of each month) so far, with one of the objectives being to look for grants. Mr. Thompson mentioned that this is a great opportunity for the area for the directors to get together. Operations, continued Mr. Warner provided a Volunteer Program Update (502 hours logged for the quarter), as there are thirty volunteers and five applicants. Friends of RCACP have been raising funds ($4,665 to date) and have planted three trees at RCACP. Friends has also provided funding for animal medical treatment and animal training. Mr. Warner expressed his appreciation for the Friends of the RCACP. With respect to Marketing, Mr. Warner presented a list of 13 events this quarter, including the hosting of six Girl Scouts (Troop 1049) who received their Per Care Badges. As for grants, the Executive Committee formally provided for the receipt and appropriation of grants for the new medical table ($3,500), and a $5,000 grant for pet retention (motion by Mr. O Donnell, seconded by Mr. Larrowe). Unfinished Business The HVAC upgrade the total cost for the project (Carrier Group) is $143,200, with the first of three units to be installed next week. There was a need to appropriate these funds (motion by Mr. O Donnell seconded by Mr. Larrowe). Reports Operations Committee A meeting was held September 24, 2018, with representatives from Vinton, Roanoke County, and Botetourt County. There were several items discussed, including HVAC and front lobby renovations, a pet retention grant, and an Banfield Vet Clinic Equipment grant. Finally, there was a discussion involving re-certification training (8 hours) for ACO s on November 14, 2018 at the Police Academy. Jill Deegan will provide the training, with Angels of Assisi sponsoring the event. Reports, continued Ms. Trent mentioned that the Fiscal and Operations Committee continues to meet with Mr. Warner and Ms. Rector on a monthly basis, with discussion points including RCACP employee healthcare, grants, FY18 expenditures, FY19 Budget, capital improvements, and fiscal and general operations. Mr. Warner discussed the RCACP financial results for the three (3) months ended September 30, 2018. The results included several high expenses including Termination Pay, Medical Exams (for employee vaccinations), Contracted Repairs (hot water heater and breaker failure for a/c), Maintenance Contracts (Shelternet annual bill), Supplies and Small Equipment, Janitorial Supplies (bulk purchase), Building and Maintenance Materials, and Cat Food (price increase). For the quarter, expenditures were 22.36% vs a 25% standardized year-to-date budget percentage, which equates to a year-to-date budget savings of $45,000. Revenues from participating localities are in line, and grants, capital improvements and debt service results were also discussed. Mr. O Donnell made a motion to accept the results of the financial statements through September 30, 2018, with Chief Jones making the second motion. New Business There was a discussion regarding feral cats, as there are more intake of cates than what the shelter was initially designed to house. Mr. Warner communicated this was a topic of interest with RCACP s peer partners as they too experienced the same issue and associated 2 4
spending. The Executive Committee stated that it would be a good idea to perform research, gather information and bring information back to the Executive Committee. Mr. Townsend inquired as to the historical ability to breakout cat intake by domestic and feral. Ms. Rector mentioned that this can be done based on intake coding. On the subject of health insurance, Ms. Trent stated the Fiscal and Operations Committee is working with the RCACP s fiscal agent on possible methods to reduce exposure to extraordinary claims expense, including the possibility of separate stop-loss coverage and fully insured coverage. Mr. Thompson said that when the fiscal agent has any potential options, that perhaps the fiscal agent representative can present those proposals to the Executive Committee at the January 2019 Executive Committee Meeting. The next scheduled meeting for the RCACP Executive Meeting is January 16, 2019 at 11:00 A.M. With no further business to be conducted, the Executive Committee meeting was adjourned (Mr. O Donnell move for adjournment, Chief Jones) at 12:00 P.M. Respectfully submitted, Anthony G. Zerrilla Recording Secretary 3 5
Regional Center for Animal Care and Protection Operations Report for January 16 th 2019 Statistics October Beginning total 274 animals. Total intakes 422 and total out comes 476 Live Release Rate Dogs, 95.19% Cats 73.13% Total live release rate reported to VDACS 82.77% November Beginning total 212 animals. Total intakes 336 and total out comes 335 Live Release Rates Dogs, 91.22% Cats 87.17% Total live release rate reported to VDACS 88.96% December Beginning total 210 animals. Total intakes 273 and total out comes 328 Live Release Rate Dogs, 91.91% Cats 94.84% Total live release rate reported to VDACS 93.29% Foster and Feral Cat program: Presentation to include our SPCA and Angels of Assisi Partners. Adoption Update October November December 75 Adoptions (41 Cats & 34 Dogs) 62 Adoptions (43 Cats & 19 Dogs) 93 Adoptions (49 Cats & 44 Dogs) General Operations 1. We have completed our lobby remodeling. 2. We have started our new hours. 3. New pet retention program 4. New Inmate dog training program 5. Our pet food pantry has served 187 families and fed 565 pets this quarter Volunteer Program Update October, November, 135 reported hours 233 reported hours 6
December, 217 reported hours We currently have 32 volunteers severing at RCACP Friends of the RCACP have worked on the follow events: 1. Tractor supply community event/pet food pantry fundraiser 2. Escape room fundraiser 3. Vinton Fall Festival fundraiser 4. Angel Tree Christmas fundraiser Marketing Update/Events this quarter 1. Petco Town Square 2. Vinton Library ( Fall Festival) 3. Rockingham Co-op 4. Vinton Library (Caterday Saturday) 5. Petco 6. Tractor Supply (Food Drive) 7. Petsmart adoption 8. Vinton Library (Home for the Holidays) 9. Green Ridge Rec Center 10. Petco event 11. Mega event with Angels of Assisi Berglund center 12. Petsmart Franklin Road Grant Updates 1. Pending $ 12,000 grant with SPCA to submit spay and neuter grant with Petsmart. 2. Received $ 88,000 (33,600) grant partnering with Angels of Assisi and Roanoke County Sheriff s Office for the inmate dog training program with Petsmart. 3. We are actively looking for new grant in 2019 Unfinished Business 1. HVAC upgrade. Response to Public Comments: 7
1510 Baldwin Ave NE Roanoke, VA 24012 540-344-4922 www.rcacp.org Members Present: Operations Committee Meeting December 12, 2018 City of Roanoke: Botetourt County Lt. Jennings Tardy Capt. Hartman Sgt. Kevin Crowder Town of Vinton: County of Roanoke: RCACP: Sgt. Pat Pascoe Mike Warner Lori Mills Libby Carden Mike welcomed everyone to the meeting and the items that were discussed are listed below. Items for Discussion: Pet retention grant, each department received two new scanners for the ACO trucks. Inmate dog training program Regional foster program Directors meeting RCACP offered to work with each department in locating grant funding for pet retention program to reduce our intake to reduce cost. Serving the Communities of 8
1510 Baldwin Ave NE Roanoke, VA 24012 540-344-4922 www.rcacp.org Fiscal and Administrative Operations Committee Members Present: City of Roanoke: Town of Vinton: County of Roanoke: Botetourt County: RCACP: Andrea Trent Anne Cantrell Anne Marie Green Anthony Zerrilla Mike Warner Melinda Rector November 8, 2018 Discussion: 1. Current YTD Expenditures 2. Fiscal Operations 3. General Operations 4. Capital Improvements 5. Event Updates December 13, 2018 Discussion: 1. Current YTD Expenditures 2. Website Update 3. Winter Weather Update 4. Fiscal Operations 5. General Operations 6. Capital Improvements 7. Event Updates January 10, 2019 Discussion: 1. Current YTD Expenditures 2. Health Insurance 3. Executive Agenda Package 4. Fiscal Operations 5. General Operations 6. Capital Improvements Serving the Communities of 9
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1510 Baldwin Ave NE Roanoke, VA 24012 540-344-4922 www.rcacp.org Media Advisory Contact: Mike Warner, Interim Executive Director; or Melinda Rector, Director of Operations, Regional Center for Animal Care and Protection (RCACP), 540-344-4922. FOR IMMEDIATE RELEASE REGIONAL CENTER FOR ANIMAL CARE AND PROTECTION HAS REACHED CAPACITY FOR LARGE STRAY DOGS Roanoke, VA The Regional Center for Animal Care and Protection has reached capacity for large stray dogs. We have received a high number of intakes for large dogs in the last couple of weeks, most of them are either stray or owner relinquished dogs. All kennels are at full capacity at this time in both stray (owner relinquished dogs stay in the stray side of the shelter until they have been completely vetted) and available large dogs for adoption. If you are missing your dog companion, please come to the shelter located at 1510 Baldwin Avenue, NE, to see if your dog is at the shelter. If you are interested in adopting a dog, please also visit us so that the kennel space can be made available for the additional dogs that are brought in. In addition, if you are considering owner relinquishing your dog, please talk to us about options to keep your dog in a loving home. The RCACP is your local, tax-funded intake shelter. Dogs that are brought into the shelter must be kept by law for the required stray hold time, which is either 5 or 10 days depending on the information that is brought in with the animal. If you are missing your pet, now is the time to come to the shelter to ensure that your pet is safely reunited with you. Additionally, the available dog kennels are also full. If you are looking for a new best friend, please come to the shelter and let us help you find that match. By adopting the dogs that are available, it frees up space for stray dogs that are off their stray hold or owner relinquished dogs that are currently awaiting vetting to be made available for adoption as well. Breakdown of Dog Population: Available Dogs: 23 Dogs on Stray Hold: 24 Dogs off Stray Hold or Owner Relinquished Waiting on Vetting: 44 The animals at RCACP are our community animals that need the community to help them. Please show your support by either claiming your lost pet or adopting those animals that are available. ### About RCACP The Regional Center for Animal Care and Protection 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 that are found, and animals owned, by citizens of the Serving the Communities of 56
January 15, 2019 municipalities served. Each year the Regional Center receives between 4,000 and 6,000 animals. The RCACP primary goal is to return animals to their owners; if an animal goes unclaimed, they are made available for adoption or transferred to other animal welfare organizations. Page 2 of 2 57
1510 Baldwin Ave NE Roanoke, VA 24012 540-344-4922 www.rcacp.org Media Advisory Contact: Melinda Rector, Director of Operations, Regional Center for Animal Care and Protection (RCACP), 540-344-4922. UPDATE ON SHELTER ADOPTIONS On October 19, the Regional Center for Animal Care and Protection issued a plea for owners, fosters, and adopters to visit the shelter as we were completely full for stray and available dogs. We are an open intake shelter and owner releases and stray impounds were arriving faster than the stray animals were being reclaimed or our available pets were being adopted. This scenario leaves us with no other option than euthanasia and our rescue partners were full as well. Stray and owner relinquished animals continued to pour into the shelter without many of the dogs being reclaimed or adopted. By Monday, the situation had become a certainty that dogs would be euthanized if space was not achieved any other way. Our volunteers and staff began working social media Tuesday evening and the response was overwhelming! When we opened at 9 a.m., we had fosters in the lobby which was a blessing as we had 5 dogs waiting in the intake bay without an open kennel available. We stayed busy until the doors closed at 5:30 p.m. and the last foster paperwork was completed around 7 p.m. Below are the totals of animals that left the yesterday either reunited with their owners or into a loving home, or transferred to rescue. Dogs Redeemed by Owners:7 Dogs Placed in Foster Homes: 12 Dogs Transferred to Rescues: 3 Dogs Adopted into Forever Homes: 10 Total Animals: 32 We also want to thank the Friends of RCACP who provided additional support for meet and greets, paperwork gathering, and just supporting staff throughout the day. A huge thank you to all of the wonderful residents that came out to provide a safe haven for our at risk dogs. The Roanoke Valley is a great place to live, work, and play and we are grateful for the support and love shown to our Valley s homeless animals. Serving the Communities of 58
October 25, 2018 About RCACP The Regional Center for Animal Care and Protection 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 that are found, and animals owned, by citizens of the municipalities served. Each year the Regional Center receives between 4,000 and 6,000 animals. The RCACP primary goal is to return animals to their owners; if an animal goes unclaimed, they are made available for adoption or transferred to other animal welfare organizations. Page 2 of 2 59
1510 Baldwin Ave NE Roanoke, VA 24012 540-344-4922 www.rcacp.org Media Advisory Contact: Melinda Rector, Director of Operations, Regional Center for Animal Care and Protection (RCACP), 540-344-4922. FOR IMMEDIATE RELEASE REGIONAL CENTER FOR ANIMAL CARE AND PROTECTION HAS REACHED CAPACITY FOR LARGE STRAY DOGS Roanoke, VA The Regional Center for Animal Care and Protection has reached capacity for large stray dogs. We have received a high number of intakes for large dogs over the holiday weekend. If you are missing your dog companion, please come to the shelter located at 1510 Baldwin Avenue, NE, to see if your dog is at the shelter. Another four day holiday weekend is almost here, and we need to have room for the additional lost dogs that will be arriving at the shelter. If you are interested in adopting a dog, please also visit us so that the kennel space will be available as well for the additional dogs that are brought in this weekend. In addition, if you are considering relinquishing your dog, please talk to us about options to keep your dog in a loving home. The RCACP is your local, tax-funded intake shelter. Dogs that are brought into the shelter must be kept by law for the required stray hold time, which is either 5 or 10 days depending on the information that is brought in with the animal. If you are missing your pet, now is the time to come to the shelter to ensure that your pet is safely reunited with you. Breakdown of Dog Population: Available Dogs: 18 Dogs on Stray Hold: 12 Dogs off Stray Hold or Owner Relinquished Waiting on Vetting: 31 The animals at RCACP are our community animals that need the community to help them. Please show your support by either claiming your lost pet or adopting those animals that are available. ### About RCACP The Regional Center for Animal Care and Protection 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 that are found, and animals owned, by citizens of the municipalities served. Each year the Regional Center receives between 4,000 and 6,000 animals. The RCACP primary goal is to return animals to their owners; if an animal goes unclaimed, they are made available for adoption or transferred to other animal welfare organizations. Serving the Communities of 60
The Regional Center for Animal Care & Protection 1510 Baldwin Avenue NE Roanoke VA 24012 61