Board of Directors Meeting Thursday, May 14th, 2018 I. Call to Order II. Approve minutes from May, 2018 meeting III. President s Report A. Joe Sprague Grant Writing B. Raina Rodgers Interim Executive Director IV. Treasurer s Report A. Current financial situation B. Review and approve May, 2018 financial reports C. Blackard Trust request V. Shelter Update - Raina Rodgers A. Human Resources 1. Joe s position.he called and wants to be an employee, not contract. Tina needs to know how to do his payroll and the Pto he wants needs to be addressed considering he changed the handbook and he wants it paid out in cash (66 hours wanted cashed out now, after his original 70) His rule was management only get paid out 80 hrs paid out per year. 2. Change vacation time for new hires to be 1 week after a year, 2 weeks after 2 years, 3 weeks after 5 years. One day additional for every year after that. 3. Starting pay for new employees will be set at $9.00hr with $.25 raise after 90 days and $.25 raise at one year. B. Changes put into action since Raina s start 1. Reinstated Carole to her original position before Joe demoted her. a) she holds the only DEA euthanasia license b) 34 years devotion 2. Sebastian County Sheriff Dept was given new contract to match the daily allowance and dollar amount as the City of Fort Smith contract. Hobe Runion is signing that into action today. 3. Walter has provided a breakdown of his services. He has been underutilized so has been given more reach as far as giving us more of an online presence by using more than just the website and Facebook, but introducing Snapchat, Page 1 of 4
Twitter, and Instagram. He will also now be doing as much of our digital design for flyers and bulk mailers as his monthly budget allows and will generally be on call to add or change anything necessary on all accounts. His fees and services were shrouded in mystery until now. (report provided at meeting) 4. We have already this week added the text to donate information and the commemorative tile program to the website. I am working with Walter on adding information about a program to specifically fund the changing of the kennel gates (which we have a bid on already.) 5. All non-vital events that are not know to bring in a significant amount of fund have been put on hold. Any event that has been deemed worthwhile monetarily will have a breakdown of it s expense beforehand. 6. PawPrints magazine has been cancelled as it costs twice as much as it has ever brought in. Also, drop off locations typically want it to be in a display which we do not have. 7. We are looking into a computer based time-clock program to keep better track of everyone's time, make sure hours are not being abused, and cut down overtime. 8. I tapped into an old medical supplier and their medication prices in their new shelter medicine program has several lower cost options than what we are currently paying. 9. We are posting an ad for a full time veterinarian for the clinic which would cut the medical expense budget by a large margin (see medical costs in budget). 10. Reduced hours in Adoptions and Intake. Adoptions is no longer going to be open on Sundays. 11. At this time, while we are consistently at capacity, we will have Intake closed on Saturdays. 12. We are going back through all donations of $25 or more on Facebook or the website to contact them for addresses so we can use them in the matching donation grant. 13. Transport will begin submitting a proposal with estimated costs before each Transport. 14. A vehicle check list has been started as per the insurance companies regulations, for general maintenance schedules. We will run through the trip Page 2 of 4
checklist before all transports and regular maintenance will be monitored for oil changes etc. 15. I started a maintenance list for the entire facility as everything is quite shabby and rundown. We will be repainting the adoption area and already have started fixing the visitation room which were in major disrepair. 16. I began investigating the pricing behind changing our cleaning products. Peroxide solution is the standard. We currently use bleach so I m investigating the costs and learning the mixture ratio. 17. The Enrichment Program had 1.5 employees working it, we will use volunteers for that from now on. 18. The dog walking facilities are in bad shape so we got bids on repair and re-arranging already. The feral cat ½ acre beyond the fence is getting brush-hogged and the dilapidated barn is scheduled to be removed. 19. Trying to get a muralist to volunteer to give the outside of the building a little more personality. 20. Working on Sharums to do some plant/flower/tree donations for the grounds. 21. We are working on getting job descriptions for every position at the shelter. 22. The 43,000lb dry dog food donation is in the works and could potentially be a monthly occurrence. This ends the weekly food shortage emergency. C. This month s action plan 1. Get more tablets so everyone can more precisely update and stay attuned to ShelterLuv. 2. Start doing the vaccination and microchipping clinics again (Melanie Pruitt has helped with this before I was told.) 3. Have better events, advertise them more effectively and make them more dynamic and fun to get better turn-out and donations. 4. Retrain almost everyone in the facility. This week we started with Adoptions, since they are the face of the company and we have had complaints. 5. We need an on staff vet to do all the procedures that K&K and Rye Hill Vet Clinic are currently doing for us. 6. Get more community involvement and really push for volunteers.free labor is vital. Page 3 of 4
VI. VII. VIII. IX. 7. We need a plan for the ½ acre past the fence where the feral cat colony is once it is cleaned up. 8. Add the Sunday clinic worker to the list of people certified to perform euthanasia for emergency cases. D. Statistics E. Transport update F. Building update G. Shelter veterinarian update Special Events A. Cause for Paws update B. Paws In the Pool & other upcoming events Old Business New Business Adjourn Page 4 of 4
Hope Humane Society Board of Directors Meeting Thursday May 10,2018 Attendees: Jessica Meredith, Steve Carriillo, Sam Terry, Stacie Cox, Melanie Prewett, Storm Nolan, LeeAnn Cox, Kitty Calvert, Hazel Brown. Philip Merry, Darren Minor, Tracy Zigerelli, William Buckley Guests: Amber Neal was filling in for Joe Spague who was unable to attend. Absences: 0 I. Call to order. Meeting was called to order at 12:06 II. Minutes from March 15, 2018. Motion made by Sam to approve the minutes from the March 15, 2018 meeting. Second by Tracy.. Minutes were approved. III. President s report by Sam Terry IV. Storm gave an update on donor management software the shelter is considering. The two being considered are Donor View and Give. the cost of Donor View is approximately $225 a month and the cost of Give is approximately $25-$35 a month. Donor View has many more features than Give, and the person that will be entering the information should be considered in the selection of the software.. V. Social media and public relations: LeeAnn suggested responding to the social media at the time of the inquiry rather than referring the inquirer to call the shelter, therefore cutting down extra work for the shelter employees and providing better service for the customer. Also suggested was having a list of the top most asked questions with answers so they could be copied and pasted, as well as video responses. VI. Treasurer s Report VII. The Profit and Loss statement indicates that we are approx. $134,000 in the Red. VIII. Sam reported Paw Prints magazine will be going out soon and hopefully will generate funds. IX. Amber reported that we have raised over $4,000 in facebook donations, The donations were not reflected on the report. X. Medical care is up due to the amount of sick animals and animals needing emergency vet care. XI. Since Dr South is no longer with the shelter. We are having to outsource the veterinary care until we find his replacement. XII. Someone has offered to help with a thrift store to raise money for the shelter. Hazel has offered to help with the thrift store. XIII. Philip suggested forming a committee to gather over 3000 signatures to present to the city board for consideration for licensing with the intention of moving towards spay and
XIV. XV. XVI. XVII. XVIII. XIX. XX. XXI. XXII. XXIII. XXIV. neuter ordinance. A committee was was formed with Sam, Storm and William to start the process of signature gathering. Melanie suggested that the veterinary offices also participate in the licensing to make it easier for the dog owners to obtain their dog license. A motion was made by Darren to approve the March and April financials. Second by Philip. Financials were approved.. Adoptions are down. Amber thinks that we need to advertise the animals up for adoptions more. Amber will be taking more pictures to put up on Social media. Transports: Over 542 dogs were transported. 78 cats were transported. 60 animals leave on transport this month. New Vehicle: The new vehicle is awaiting the inspection from the mechanic before it is going to be operational for the shelter. This will eliminate the need to drive two vehicles. There has been some delays with construction on the new building due to the weather. Storm, Kitty and sam are co-chairing cause for Paws. Miles for Mutts will be held in September or October.. New business: The shelter is looking for a development director. The board was encouraged to sent any potential applicants to apply. Friday June 18 at 12:00 is the next Cause for Paws meeting. Adjourn: 1:05 p.m. A motion was made by Jessica to adjourn. Second by LeeAnn.