The Tulsa SPCA s mission is to improve the lives of dogs and cats and engage the community to foster mutual well-being. Tulsa SPCA Board Meeting Agenda Tulsa Society for the Prevention of Cruelty to Animals 2910 Mohawk Blvd Tulsa, OK 74110 918.428.SPCA (7722) www.tulsaspca.org Tulsa SPCA TSPCA Wednesday, March 28, 2018 6pm Downtown Central Library Children s Mtg Room (1 st floor) 400 Civic Center, Tulsa, OK 74103 (between 4 th & 5 th on Denver) Free 3-hour parking Call to Order Jene Harmon, VP Dates to Remember Mar 28 Board Meeting Apr 7 Trivia Night Apr 14 Board Retreat May 23 Board Meeting Jun 21 Paws & Pictures Jul 21 Bingo Bash Jul 25 Board Meeting Sep 26 Board Meeting Nov 28 Board Meeting Welcome Steve Wright, Builder s Unlimited & Scott Vrooman, TriArch Present/Q&A on new Public Clinic project, Building purchase/renovation Welcome Allison Walden, Tulsa Regional Chamber Present/Q&A on Resource Development & Capital Campaigns Approval of January meeting minutes Jene Executive Director Update Mindy Tiner Committee Reports Wish List for Trivia Night Buy Wine valued at $20 or more for wine pull Buy Restaurant Gift Cards valued at $25 or more for restaurant pull ask Jessica for suggestions Buy beer for bar case(s) of Dos Equis, Michelob Ultra or Stella Donate auction items or packages ask Susan for ideas Finance Susan Rogers, Chair - Review and approval of Dec 2017, Jan & Feb 2018 financials - Financial policy(ies) to review and approve Special Events Charlotte Henry, Chair - Trivia Night Apr 7 - Paws & Pictures Jun 21 - New Doghouse event Katie Barbour Williams Operations Mary Green, Co-Chair External Relations Lacy Wulfers, Co-Chair Strategic Planning Jene Harmon, Chair o Phase II Public Clinic construction estimate VOTE o Property/Building Purchase - update o Board Retreat Apr 14, Tulsa Country Club, 9am-2pm (need headcount for food) Board Development Lesley Stone, Chair o Board Commitment Forms and Dues New Business/Reminders - No Apr Board mtg, next mtg May 23 Adjourn
Board of Directors Meeting January 24, 2018 Tulsa City-County Library Downtown 400 Civic Center, Tulsa, OK 74103 President Bostian called the regular Board of Directors meeting to order at 6:04 p.m. Those in attendance and constituting a quorum were: Present: Nichole Bostian, President Jene Harmon, Vice President Susan Rogers, Treasurer Jessica Luong, Secretary Linda Davis Jen Bladen Excused Absence: (count in 2018) Julie Brugger (1) Faith Orlowski (1) Brooke Ellis Mary Green Kjerstie Johnson Lesley Stone Laura Butterworth Lacy Wulfers Charlotte Henry (1) Unexcused Absences: (count in 2018) George Foldesy (1) Others Present: Mindy Tiner, Executive Director; Dillon Waters, TyPros Intern; Katie Williams, Special Events Committee Member & Dog House Event Chair; Tawnie Larson, Operations Committee Member. Introductions: Dillon Waters, Tawnie Larson, and Katie Williams Call to Order Nichole Bostian Trantham Performance Reviews and Raises Updates Review of Mindy Tiner s 2017 accomplishments and 2018 goals. Mindy received the increase we budgeted in the 2018 budget. Approval of Minutes Meeting minutes for the November board meeting were reviewed. MOTION: Jene Harmon moves to approve the Board Minutes for November 2017. Jen Bladen seconds. Passed unanimously.
Executive Director Update With the 2018 salary increases, jobs at the Tulsa SPCA are within the range of competitive pay within the industry. 2017 numbers were all greater than 2016 numbers. The Tulsa SPCA broke 1,000 adoptions. The clinic has started vaccinating dogs at the shelter and employees dogs for canine influenza. These vaccinations are not available to the public but is under consideration. There have not been any reported cases in Oklahoma, but many other states of had growing reports. There are clinics in Tulsa that offer the vaccination for around $15. The shot would only cost $4 to purchase and the Tulsa SPCA would have a decent profit margin even if the vaccination is priced at $10, below most competitors. With intensive care, canine influenza will not result in death. Care for canine influenza can last about 2 weeks and can be expensive to treat. The mobile clinic van was purchased, but repairs are still needed. The Tulsa SPCA received 34% of total money raised for charity through the Route 66 run. The Tulsa SPCA is still in need of a big van for transporting dogs. Cat adoptions had significantly increased in 2017. This is a result from the Tulsa SPCA s efforts focusing more on cat adoptions and better care by having a cat colony room rather than separate cages for the cats. Committee Reports Finance Susan Rogers, Chair November financials were presented to the board for review. The financials show a loss in November but overall profit for the year. Cash totaled over $4.3 million with a cash flow of over $1.7 million. A significant contribution to note is the Patricia King trusts that included 2 payments. MOTION: The Finance Committee recommended approval of the November financials. Passed unanimously. December financials will be presented at the next board meeting. The committee is working with Taylor from Conklin, Gilpin, & Wertz to finalize 2017 numbers. Financial policy(ies) to review and approve: Purchasing Procedure changes to the purchasing policy were reviewed. MOTION: The Finance Committee recommended approval of the edits to the Purchasing Policy as written. Passed unanimously. Conflict of Interest Forms
Board members need to update for 2018 and turn in to Susan Rogers. Update/Status: Audit and 990 RFP All done and completed. Fraud articles Presented and discussed. 2017 committee successes Ushering in a new trustee for the White Family trust, the RFP for an external auditor for the 2017-2019 financials, and getting our arms around the mineral interests we now own because of the Jay Walker trust. Special Events Susan Rogers for Charlotte Henry, Chair Route 66 resulted in a $16,000 profit Pranks and Paws Trivia Night April 7, 2018 Feb 5 th next meeting New Doghouse event Katie Barbour Williams, Chair Katie met with the Tulsa AIA, Architect group, and they were excited for the opportunity to work with the Tulsa SPCA on the new fundraiser. At the meeting, they discussed ways competitors can participate and ideas on how to launch the event. The next meeting is scheduled for February 16 th. The kick off for the event will happen in August and the judging for winners will happen in October or November. Operations Mary Green, Co-Chair The Tulsa SPCA full-time veterinarian position is still vacant. The committee is making its best efforts to hire someone to fill this position. External Relations Lacy Wulfers, Co-Chair The Tulsa SPCA will have 6 seasonal segments on KRMG radio. The committee chose to not participate in Bark in the Park for 2017 and will not participate in 2018. The Tulsa SPCA s ad is included in the January issue of Tulsa Pets Magazine. Strategic Planning Jene Harmon, Chair Previously, the board agreed to these phases of building and renovations: Phase 1: immediate needs, cat room and clinic update Phase 2: Build a new public clinic Phase 3: New shelter Thus far, the Tulsa SPCA is still in phase 1 and all activity has been suspended. Estimated renovations to the cat room and clinic have exceeded the previously agreed upon amount of $280,000. Architects on
hold for now to determine how to proceed. If the Tulsa SPCA decides to not proceed further, the only remaining amount the Tulsa SPCA is responsible for is the pro bono amount. The Tulsa SPCA is waiting for 2 more bids to compare to Selser Schaefer Architects estimates to determine if the costs are reasonable. The board also suggested having all interested architects come for a Tulsa SPCA tour of the facilities and allowing them to give feedback as a group. Capital Campaign will be pursued more aggressively when the Director of Development position is filled. Board Development Lesley Stone, Chair Board Members must complete their Board Commitment Forms and turn them in to Lesley. Dues are $25 for the year as a minimum to guarantee 100% participation for grants and funding requests. Kip, who was our TyPros Intern for 2017, will still stay as a committee volunteer for now. New board members are needed. Please have interested individuals fill out a Board Interest Form and send them to Lesley. New Business/Reminders There will be a Board Retreat in April. Date and schedule will be emailed. MOTION: Lesley Stone moved to adjourn the Board Meeting. Seconded by Jene Harmon. Passed unanimously. Executive Session 7:27pm Next meeting to be held March 28th at 6:00pm. Location will be at the Tulsa County Library Downtown. The Board Meeting was adjourned at 7:33 p.m.
Tulsa SPCA Executive Director s Update 28 Mar 18 Program Related: Intake was down 39% (Jan) 42% (Feb) 40% (YTD) from 2017 and 4% (Jan) 8% (Feb) 6% (YTD) from 2016. Adoption numbers were down 31% (Jan) 33% (Feb) 32% (YTD) from 2017 and 18% (Jan) 30% (Feb) 25% (YTD) from 2016. Revenue was up 2% (Jan) and down 47% (Feb) and 25% (YTD) from 2017 and down 9% (Jan) 38% (Feb) 23% (YTD) from 2016. For the year, adoptions revenue is at 11.6% of our budgeted revenue. o Lack of transports and changes in our ability to pull adoptable dogs from TAW are the primary reasons for the decreases. Fundraising: Clinic revenue is at 17% of total budgeted revenue for the year and services in every category are up. S/N is averaging almost 60 per month even with using relief vets. Cruelty investigations were up 25% (Jan) 17% (Feb) 22% (YTD) from 2017 and up 71% (Jan) 55% (Feb) 64% (YTD) from 2016. Don t forget to fill out your volunteer apps online so that we can track your hours! American Waste agreed to be our presenting sponsor this year. Sponsorships are lagging. Please let us know right away if you plan on attending and/or sponsoring. We have confirmation that we are named in the Johnston estate but will not receive any information on the amount until the assets from the trust are distributed. The doghouse event planning is underway. Will have more details next meeting. Marketing / PR and Networking: We ll be running more ads in Tulsa Pets over the next several months. Newsletter will be going out in May. Staff / HR: Working on getting all staffing positions filled. Veterinarian and director of development are still open. Salary range for the veterinarian position was increased again to $85k - $90k to be competitive. So far not much interest. We are getting by as we can with relief vets. HSUS conference is in Kansas City this year. We are checking on scholarships but will send as many staff as possible since travel costs will be minimal. Financial: We accepted the counter offer for the property next door ($250k). The original asking price was $299k. We re moving ahead on the project to fix the concrete in the runs. Winning bid was under the approved amount. Other: Most of the last couple months have been busy with construction planning. The Tulsa SPCA s mission is to improve the lives of dogs and cats and engage the community to foster mutual well-being
January & February 2018 Intake and Adoption Report TulsaSPCA.org
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January & February 2018 Public Vaccination Clinic Report TulsaSPCA.org
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Cruelty Investigation Report January 1, 2018 January 31, 2018 2018 2017 2016 Citations Issued 16 18 16 Direct Contact with Owners 43 42 32 Reports of Dogs Tied Up 38 25 15 Reports of No Food or Water 58 37 31 Reports of Abuse 21 20 10 Reports of Cruelty 30 40 20 Reports of Dogs with No Shelter 63 38 33 Cases of Abandonment 05 07 06 Reports of Neglect 66 53 43 Re-checks for Compliance 11 10 04 Reports of Loose Dogs 15 12 15 Reports of Suspected Puppy Mills 00 01 00 Livestock Complaints 00 01 03 Reports of Animal Fighting 01 02 02 Animals Seized to Tulsa SPCA for Evaluation 02 30 04 Total Written Cruelty Complaints 84 67 49 Total Investigated on Location 84 67 49 As hectic a month as December was, January has come in a close second. December weather was the cause of the explosion of calls for that month and January continued the trend. As mentioned in last month s report there were 145 complaints reported for December with 103 of those investigated in the field. January went on to produce 101 calls with 84 of those handled off campus. Preparing this report today, February 8 th, the complaints have slowed, for now, and given me a chance to reflect on the totals for the two previous months. It was unexpected to deal with that amount of complaints since previous years have had nothing near those numbers. I was able to complete every one of the 187 field calls (December 103 and January 84) with only a few mistakes and the knowledge that so many cruelty issues have been resolved. Winter does continue and may bring more frigid temperatures to deal with but I am hopeful the worst of the extreme conditions are near an end for this year. The spca food assistance support for those animals in need, continues, and to date has assisted hundreds of dogs and cats with some winter food. Additionally, shelters are still available and can be distributed where they are needed for so many animals exposed to the elements with no cover for protection. TulsaSPCA.org
Cruelty Investigation Report February 1, 2018 February 28, 2018 2018 2017 2016 Citations Issued 19 11 07 Direct Contact with Owners 45 30 25 Reports of Dogs Tied Up 17 21 12 Reports of No Food or Water 41 22 24 Reports of Abuse 12 12 11 Reports of Cruelty 25 24 20 Reports of Dogs with No Shelter 33 25 23 Cases of Abandonment 03 05 06 Reports of Neglect 43 46 30 Re-checks for Compliance 33 06 03 Reports of Loose Dogs 14 14 13 Reports of Suspected Puppy Mills 00 02 01 Livestock Complaints 00 02 02 Reports of Animal Fighting 00 01 02 Animals Seized to Tulsa SPCA for Eval. 00 07 06 Total Written Cruelty Complaints 62 53 40 Total Investigated on Location 62 53 40 The February weather conditions were much improved and directly reflected on the total number of complaints received and cases worked. The temperatures were milder and resulted in less calls to handle. It was a more normal case load which allowed me the chance to follow up in other areas. I was able to recheck on 33 calls needing attention, many more than usual. After all was said and done the pace is back in line where it should be and I m fairly confident the worst of winter has passed. I m often asked by individuals filing complaints when will the suspects, negligent owners, etc. be held accountable or when will they face court charges. Explaining to them can be difficult and many do not understand when they are told that we have no authority to charge suspects with animal cruelty. In the worst of cases, I tell them I forward the results of my investigation to the proper agency in hopes that charges will come from that investigation, but cannot do anything additional, myself. My results come from educating owners as to what they need to do to improve a situation, and the possibility that charges could result if nothing changes. I get compliance on a regular basis from individuals who would rather deal with me than take a chance on sanctions. I have completed over 4400 cases with 223 of that number being extreme enough to have gone to other agencies for their help. The food assistance program is in line and monitored. I make the deliveries which allows for the opportunity to know who gets help and those who have already received assistance. All locations of TulsaSPCA.org
deliveries is kept up to date and reviewed. Many animals in need, are better able to survive with the help of this program which I strongly believe in. The need for shelters has gone down due to better weather and several still remain to be put to use later on, perhaps in the summer months. Working with the clinic on transports continues and I m happy to help out. Most of the animals I move, go to the PAAS facility in Vinita, and then are forwarded, on larger transports, to places like Colorado. This is a way of giving these animals a chance at a full life, something they probably wouldn t have if they stayed here. The clinic has taken in a number of puppies recently, and with spring coming, will probably see even more. I investigated a case of orphaned puppies (two litters actually) whose mothers had both been killed by predators, in a rural area. The owners believe it was coyotes who took the mother dogs but for some reason not the pups, and I was able to rescue them to our shelter. There were six pups total and all are doing well. The owner actually bottle fed them for weeks when they became orphans and had the preliminary puppy shots given to all of them. At eight weeks our clinic could intake, assuring them the chance for a future. The responsibilities of the clinic have increased but Dr. Cash, Missie and all the staff have done a super job. It gets hectic but all comes together at the end of the day. Welcome to Dr. Fry who I know has been beneficial in helping with the case load. I hope she is with us for awhile. TulsaSPCA.org