The American Society for the Prevention of Cruelty to Animals Animal Transport Program Grant Application Submitted by Halifax Humane Society July 6, 2012
The ultimate goal of this grant is to remove any and all barriers to responsible pet ownership with a focus on sterilization. The Halifax Humane Society exists as an open door shelter, the last remaining open admission facility in Volusia County. Caring for over 20,000 animals annually is a financial drain for our donors and an emotional drain for the people who care about the animals we serve. In order to fulfill the HHS mission to protect all animals in our care, the HHS is focusing all efforts in reducing intake and increasing adoptions. The opening of the high volume spay/neuter clinic has moved us closer to our goals of reducing intake and the acquisition of a transport vehicle will assist in our efforts to maximize the efficiency of the clinic and its reach as we look to partner with organizations throughout Volusia County and beyond. Halifax Humane Society Organizational Summary In 1937 a small group of community leaders saw the need to care for unwanted animals in Volusia County. Determined to provide humane shelter, they formed an independent 501(c) (3) now known as the Halifax Humane Society (HHS). The goal of the founders was to create an organization where the people presented solutions to the animal overpopulation problem and our practices are based off that model today. The board of directors and the four leadership positions are still elected by the society members and they maintain the ability to comment on operations at the annual membership meeting. Since those humble beginnings, the HHS has provided shelter and care for over 500,000 animals. Today, the need to help abused and neglected animals is greater than ever. As an open door shelter where no animal is ever turned away, we receive and provide care for over 20,000 animals every year. Each animal adopted leaves our shelter sterilized with all vaccinations and with pet health insurance, free obedience classes, and more. The HHS also has an education department overseen by the Humane Education Director which offers services to the community in the form of animal behavior counseling, responsible pet ownership, grief counseling, owner-requested euthanasia, and more. The Halifax Humane Society is the largest animal shelter in Volusia County and in 2012 is proudly celebrating its 75 th Anniversary of serving greater Daytona Beach. Following a landmark year in 2011 when animal intake decreased, adoptions increased, euthanasia decreased, programs increased, and a full time vet was hired the HHS is looking for ways to further increase our effectiveness in the community and the social change we create. Transport and Transfer Program A transport vehicle acquired by the HHS would serve several purposes with a focus on transport to and from the Redinger Spay/Neuter Clinic. Another important use of the vehicle would be transport during disasters. As the state of Florida prepares for the heart of hurricane season, it is essential for the HHS to have a vehicle, specifically with 4-wheel drive, capable of transporting vehicles quickly to safety. This important use makes moving forward on this grant a priority. An outlining use for the vehicle would be to transport animals to adoption events throughout the state, giving animals additional opportunities for adoption. Currently the Halifax Humane Society operates an extensive transfer program, a mission focus that the HHS views as a main source of increasing the number of animals placed into forever homes. The HHS has relationships with 56 transfer groups across the state of Florida resulting in 531 transfers in 2011. A transport vehicle will allow the HHS to more easily deliver animals to those groups, resulting in a significant increase in transfers. Halifax Humane Society Animal Transport Grant Application
Following the dedication of a full time staff member to the transfer program, as well as initiating detailed protocols and procedures, transfers increased by over 200% in 2011. This increase was due to a better relationship with rescue groups and shelters, a clear communication pipeline, and a focus on maintaining healthy animals. These measures will be used to ensure fast and effective implementation of the transport program to and from the Redinger Clinic. The HHS has also improved relationships with area shelters like Flagler Humane Society and Southeast Volusia Humane Society. With the ability to transport animals form those shelters to the Redinger Clinic, we can ensure that all area shelter animals leave sterilized. These efforts could drastically reduce intake for all parties. The Redinger Clinic opened in April of 2012 to great fanfare, resulting in a waiting list for surgery requests. After the initial demand surge subsided, surgery requests waned and we initiated a marketing and price promotion campaign to ensure reaching targeted surgery numbers. While these promotions have been successful and the clinic has exceeded targeted numbers, there is clearly a need to work with other communities to reach the clinic s potential. With an estimated 11,000 annual surgeries, there is a great need for additional customer markets outside the greater Daytona Beach area. Therefore, a transport vehicle serves two purposes, effective use of clinic capacity and sterilizing animals that do not have access to spay/neuter facilities. Groups have requested sterilization services but there is not a way to transport animals to and from the facilities. Meeting surgical numbers, a challenge without a transport vehicle, ensures the long term sustainability of the clinic. The Redinger Clinic is based off the Humane Alliance model, a model that promotes sustainability through high volume sterilizations. Along with meeting volume requirements, a transport program can reduce costs. When dealing with the general public bringing one animal at a time there are consistent noshows, resulting in inexact scheduling and forecasting. Animals transported from local shelters and rescue groups are scheduled a minimum of one-week in advance with a penalty for no-shows resulting in a smoother flow of animals into the clinic. This allows for proper staffing and allocation of resources which cuts costs. The top area targeted for growth is West Volusia, the county s fastest growing population. While all of Volusia County s population grew by 11%, several West Volusia cities experienced much greater growth Orange City 60%, Deltona 22%, Deland 29%, and Debary 24%. As this part of our community grows, it becomes essential to reach those citizens for sterilizations. Deland is currently the most populous city between Jacksonville and Orlando with a higher population than Daytona Beach by 35,000. The key force to drive sterilizations in these areas is a transport coordinator. This essential position would be required to coordinate the volunteer workforce in the West Volusia area to promote sterilizations in conjunction with education on responsible pet ownership, a model mimicking that of the HSUS program Pets for Life. The HHS hopes to recruit a transport coordinator who is bilingual because of this high Hispanic population in that area including 11% of the population of Deland and 19% of the population of Deltona. Transportation in West Volusia as well as all of Volusia County can be the major deterrent to sterilization because of the lack of options to those without a vehicle. Local public transportation does not allow animals, making it prohibitive for the Redinger Clinic s target market and allowing for one more easy excuse for not sterilizing. Another crucial use for the transport vehicle is disaster relocation. The current HHS disaster plan calls for a massive effort of volunteers and staffs and the use of multiple vehicles to remove animals from the shelter. As experienced during mandatory wildfire evacuations, coordinating these efforts is a logistical challenge.
Having a transport vehicle capable of large transports allows for a more centralized effort with limited communication challenges. The location of the HHS shelter makes a transport vehicle a priority. Request On behalf of the board of directors and the animals we serve, the Halifax Humane Society is requesting a grant in the amount of $140,160, payable over three years (breakdown included as attachment). Funds would cover costs associated with: purchasing a custom built pull-behind trailer and a truck capable of pulling trailer, marketing, and salaries for key positions. Through a strong existing relationship with Ritchey GMC Cadillac, the HHS is able to stretch funding for a vehicle and ensure a proper truck can be purchased with the amount listed in the budget. Funding of $11,250 has been secured through the efforts of the Halifax Paws Society, a fundraising Junior Board whose mission is to increase adoptions at the HHS. A grant from the ASPCA would supply the remaining needed funds to initiate the large scale transport program. The HHS fully understands the expenses incurred with the operation of a transport program to include staff driver and transport coordinator, gas, maintenance, insurance, and more. With the creation of the Halifax Paws Society, we can ensure that the necessary funds will be available thanks to their fundraising efforts. Goals and Objectives The goal of the Animal Transport Program is to increase overall adoptions in Volusia County specifically targeting growth in West Volusia, increase the number of transfers to rescue groups across the state of Florida, and increase the reach of the HHS high volume spay/neuter clinic by transporting animals from all of Central Florida. Measurable objectives include: 1. Reach optimal surgical capacity 95% of surgery days 2. Exceed optimal daily surgery average of 32 sterilizations 3. Sterilize 2,000 animals through the transport program in 2013 4. Sterilize 4,000 animals through the transport program in 2014 5. Increase 2013 transfers by 10% with a 2014 goal of 30% increase in transfers 6. Decrease shelter intake by 10% in 2013, 15% decrease in 2014 7. Rewrite HHS disaster plan to make use of vehicle 8. Decrease estimated evacuation time by 30% Action Plan and Timeline for Implementation Action Item Target Completion Date Produce shelter and rescue partners policies and procedures Completed RFP sent to trailer companies with required modifications Completed Complete project budget Completed Identify possible partner agencies Completed Hire Transport Coordinator Completed Create clinic transport program details Completed Solicit funding Ongoing Submit Grant August 2012 Purchase Trailer October 2012 Purchase Insurance October 2012 Wrap trailer and vehicle November 2012 Hire Driver November 2012
Schedule animal transfers to/from clinic and shelter Evaluate clinic transfer statistics Ongoing Ongoing The ultimate goal of this grant is to remove any and all barriers to responsible pet ownership with a focus on sterilization. The Halifax Humane Society exists as an open door shelter, the last remaining open admission facility in Volusia County. Caring for over 20,000 animals annually is a financial drain for our donors and an emotional drain for the people who care about the animals we serve. In order to fulfill the HHS mission to protect all animals in our care, the HHS is focusing all efforts in reducing intake and increasing adoptions. The opening of the high volume spay/neuter clinic has moved us closer to our goals of reducing intake and the acquisition of a transport vehicle will assist in our efforts to maximize the efficiency of the clinic and its reach as we look to partner with organizations throughout Volusia County and beyond. Project Completion The Halifax Humane Society s Animal Transport Program will be an ongoing venture to continue indefinitely in the future. With the aid of the Halifax Paws Society, the long term viability and funding of the program is ensured. In the case of the dissolution of the HPS, funding for the program will come from the general operating budget. The HHS understands the role a transport program will play in reaching long term goals and fulfilling the organization s mission and is committed to ensuring funding will be available. For the purposes of the ASPCA Grant, the project will be considered completed and successful when a pull behind trailer and accompanying vehicle is purchased and secured. As mentioned above, the trailer and vehicle will be wrapped with logos from supporting companies in July 2012. The success of the grant program will be determined by the operation of the transport vehicle to include a staff driver, a transport coordinator, and shelter support staff. The HHS will consider the project successful by reaching the outlined measurable objectives. These measurables will take place in 2013 and 2014. It will be completed when the HHS meets the targeted number of sterilizations, adoptions, transfers, and disaster planning listed above. ASPCA Recognition and Use of Vehicle There are several ways the Halifax Humane Society will recognize the ASPCA s role in securing the animal transport vehicle and the creation of the Animal Transport Program. The central recognition will be premium placement of ASPCA s logo on the animal transport trailer. Recognition will be given externally on all press releases, media interviews, newspaper articles, and on existing billboard locations. Recognition will also be given in all internal publications newsletter, email blast, and website. List distribution and impressions estimated at 500,000. Along with marketing opportunities for the ASPCA, the vehicle would also be available for use by the ASPCA should a disaster occur or other needs for the transportation of a large number of animals.
General Transport Requirements In accordance with current transfer protocol, the guidelines listed below will be used to ensure successful collaboration with all groups receiving and sending animals. All animals should be transported in a climate controlled vehicle that is clean and sanitized to industry standards. All animals should be transported in separate enclosures, have access to fresh water and food, and should receive adequate exercise and bathroom breaks during long trips. Requirements for Participating Agencies 1. Must provide a copy of a valid 501(c)(3) letter of determination 2. Must provide a letter of recommendation from local veterinarian or contact info for staff vet 3. List of adoption fees 4. Copy of adoption application and contract Halifax Humane Society s Transfer Promise The HHS promises to never knowingly transport sick animals. We promise to thoroughly examine all animals being transferred and provide up to date vaccines. Standards for Transporting Animals In accordance with the Best Practices outlined by the committee of the National Federation of Humane Societies, the following standards will be required when transporting animals. 1. Prior to transport, the animal should: a. Receive all vaccinations including rabies and bordatella from the source shelter by a veterinarian or in compliance with state standards b. Receive a visual examination to ensure the animal is without bite wounds, open sores/wounds, runny eyes or nose, kennel cough, diarrhea, dermatitis, or lethargy c. Be completely recovered from spay/neuter surgery with a recommended 48 hour recovery time before transport d. Have a valid health certificate from a licensed veterinarian e. Receive a heartworm test and disclose results f. Receive inoculation with a minimum of parvo and distemper for dogs, FVRCP for cats g. Receive a fecal exam, deworm any positive animals, and give a general dewormer to all animals prior to transport, regardless of fecal exam results h. Receive application of flea and tick preventative i. Receive parvovirus titer for dogs 2. All animals should be transported in a carrier 3. Animals should be at least 6 weeks old prior to transport 4. Each animal should pass a minimum behavior requirement and should not be transported if showing aggressive behavior 5. Animals should be identified with a tape collar or other tag from the source shelter, ID should also be fastened to the transport carrier
6. Accurate and up to date records must be included with the animal unless information can be transferred via database software such as PetPoint and should include behavior evaluation, animal history, photos, origin, and disposition 7. All animals going out for adoption should be sterilized 8. All animals going out for adoption should be microchipped Guidelines for Animals Being Transported to Clinic All animals being scheduled for surgery must be coordinated with the Clinic Manager. There should be one transport coordinator per rescue group who will coordinate all pickups and drop offs. Proper scheduling is crucial to the daily success of our clinic. It is very important to call in your appointments (divided by sex and species) no later than 12:00 pm, three business days prior to transport. If we are notified of your appointments within 72 hours transport may be canceled. When the transport vehicle arrives to pick up animals, they should be prepared to leave following the protocols outlined below. 1. Animals should be examined by rescue group or shelter coordinating transport; sick animals will not be transported 2. All animals should be secured in their carrier, only one animal per carrier 3. Feral cats must be in live traps 4. Each animal should have an ID collar and ID information tapped to carrier with the following: animal name, owner name, and transport group name 5. Paperwork for animals should be collected and given to driver 6. Driver should check printed schedule list with paperwork provided to ensure proper animals are being transported to the clinic for surgery 7. Rescue group must have volunteers and/or staff to assist in loading and unloading of animals into vehicle Following proper guidelines ensures the success of the clinic transport program as well as the health and well-being of all animals. Cooperation is greatly appreciated as we work to end the animal overpopulation problem through spay/neuter programs.