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030520 Randolph County Office of the County Manager 725 McDowell Road Asheboro, North Carolina 27205 www.randolphcountync.gov Animal Services Advisory Board Minutes March 5, 2020 The Randolph County Animal Services Advisory Board met in a rescheduled regular session on March 5, 2020, at 6:00 p.m. in the Randolph County Office Building Meeting Room A, 725 McDowell Road, Asheboro, NC. Commissioner Darrell Frye, Commissioner David Allen, Lisa Sparks, Cynthia Grantham, April Wilburn, Misty Hinshaw, Lou Wilson, Sgt. Lawrence Albright, J.R. Beard, and Jason Balder were in attendance. Also present were Ex-Officio member County Manager Hal Johnson, County Engineer Paxton Arthurs, and Clerk to the Board Sarah Pack. Animal Services staff members were present and gave presentations where so noted later in these minutes. The Veterinarian seat is vacant at this time. Call to Order and Opening Comments Commissioner Frye called the meeting to order at 6:00 p.m. and welcomed the Board members and those in the audience. Adoption of Minutes On motion of Lou Wilson, seconded by J.R. Beard, the Board unanimously approved the minutes from the January 16, 2020, meeting. Interim Management Plan Hal Johnson, County Manager, said that Animal Services Director Elma Rae Greene is experiencing some health issues and will be out of the office while she recovers. She may be out of the office for an extended period of time. Mr. Johnson gave a brief overview of the agenda. He complimented the Animal Services staff on their resiliency, professionalism, and ability to address issues at the Animal Shelter. Even in the face of crisis, the Animal Services staff has persevered. The Interim Management Team consists of Ashley Morris, Animal Shelter Coordinator, Tammy Walker, Animal Control Supervisor, and Heather Wood, Animal Adoption Coordinator. The initiatives presented tonight are a joint effort from the entirety of the Animal Services team. The staff is looking to the future and searching for better ways to operate. Mr. Johnson pointed out that the presence of the Board of Commissioners Chairman and Vice-Chairman on the Animal Services Advisory Board shows the County’s dedication to improvement in this department. There are three new positions in Animal Services that are going through the recruitment process. The Interim Management Team will report directly to the County Manager so that there is no break in service Telephone: 336-318-6300 or responsibilities. Mr. Johnson introduced Heather Wood to discuss a combined staff effort regarding branding and new standard operating procedures for volunteers. Update on Draft of Animal Services Volunteer Manual Ms. Wood introduced a new Volunteer Training Manual (Attachment A following these minutes) and Key Rules Sheet (Attachment B). The packet is designed to prepare the volunteer with rules and operating procedures. Volunteers will meet with Heather Stewart and review a PowerPoint presentation of expectations before beginning volunteer work. Ms. Stewart designed the packet and revamped the volunteer agreement that serves as a liability waiver. She was unable to attend the meeting as she was working at a volunteer event at the Vintage Cottage that is benefitting the Animal Shelter. Facebook/Website Photo Update Ms. Wood introduced the new Animal Services logo (Attachment C) designed by Ms. Stewart. Commissioner Frye commended Ms. Stewart’s design. The logo will appear on the back of volunteer tee shirts. Strays are being posted on Facebook and the team is working hard to address the quality of photos posted to the Facebook page. Ms. Wood showed two “photo coming soon” interim photos that will be posted to Facebook when current animal photos are being taken. Using these interim photos will allow animals time to decompress before their photo is taken. The biographical information and location information of the animal will be posted with their photos as well. Commissioner Frye asked about the New Leash on Life program. Ms. Wood said Mimi Cooper is managing the program. Inmates work with dogs to learn up to 32 commands. The dogs are also housebroken and leash trained. Dogs who complete the program participate in a graduation ceremony at the Senior Center. Ms. Wilson commended the staff for their hard work and many new initiatives. She also thanked Mr. Johnson for his dedication to the Animal Services department. Ms. Sparks mentioned that the portal site is not mobile friendly. Ms. Wood said they are working with Information Technology to address the site’s compatibility and are continuing to utilize Facebook to post animals in the meantime. Commissioner Allen asked if the software platform offered an app. Ms. Wood said they are happy to collaborate with Information Technology on potential technological options. Ms. Wood welcomed feedback from the Board on the new volunteer manual. Ms. Wilson requested that the manual be emailed to Board members for further review. Mr. Johnson said it’s been difficult to find a vet to work with the shelter. Ms. Wood said that Lakeview Veterinary Hospital of Randleman, who had been a partner of the Shelter, called earlier in the day and said they would no longer be able to sterilize animals for the Shelter on a regular basis. Up to this point, the Shelter was using Paws and Claws of Archdale on Wednesdays and Lakeview on other weekdays to sterilize animals. Mr. Beard asked if there were facilities for sterilization available at the shelter. Ms. Wood said that if a vet were to agree to donate time, possible on a weekend, there are trained staff members willing to volunteer to provide sterilization support. Ms. Grantham asked about the availability of surgical supplies. Ms. Wood said it would be something they’d need to look in to. Ms. Sparks said that she may know of some current and retired veterinarians who may be interested in volunteering. If the animals could be sterilized faster they could be adopted out faster. Ashley Morris said pricing has been an issue; Lakeview would match prices. The adoption fee is based off of sterilization costs. Commissioner Frye asked Ms. Sparks to gather contact information for veterinarians who are interested in volunteering. Ms. Hinshaw said that Sheets Pet Clinic in Greensboro may not be willing to assist because they require that animals be out of the shelter for ten days before they will accept them for sterilization. Ms. Sparks suggested partnering with a State spay/neuter assistance mobile unit. A mobile unit would be ideal. Ms. Morris reminded the Board that the converted ambulance may be an option. There is a website that sells refurbished veterinary equipment at drastically reduced prices and Ms. Sparks will share that information. Mr. Johnson said that the Board had offered excellent suggestions for the creation of the website. The existence of the Board creates a conduit for communication into the Animal Services department. He introduced Paxton Arthurs, County Engineer. There are more capital project ongoing at this time than ever before in County history. Mr. Arthurs coordinates contractors and architects on behalf of the County. He has visited with Animal Services staff to identify long and short term needs in the department. Animal Shelter Renovations Update Mr. Arthurs presented a PowerPoint that was compiled from discussions with Elma Rae Greene, Animal Services Director. He showed an aerial photo of the Shelter grounds and a floor plan of the Shelter building. There were some site concerns when the facility was renovated including grade issues and the location of the old landfill site. He discussed some interior upgrades and highlighted the medical room that is not currently contained by walls. The proposal adds a wet table and trench drain, walls with swinging doors, and cabinetry to the medical room. The euthanasia room was enlarged in the past by opening up some old restrooms. Improvements include addition of a wet table, desk/counter, and storage shelving. He showed photographs of wet table options. The exterior spaces for kennels and storage need upgrades. The kennels do not have a temperature controlled indoor area and cannot be used during inclement or extreme weather. The storage area may be able to be renovated into more kennel space. In order to heat and cool an area, it must be walled off. However, this will block access. An option to bypass this is opening walls between several of the kennels to make three larger kennels. There is a trench drain outside of the exterior kennels that is currently a hazard. A grate would be able to cover it and make travel easier. In the storage space, there is no drain or temperature control. He showed photographs of the outdoor kennels and storage space. Staff space is another issue. There is no current office area for Animal Control Officers (ACO). They either work out of their trucks or try to find space in the Animal Shelter offices. Mr. Arthurs showed a photograph of an old storage building behind the Animal Shelter that could be moved to provide space for offices for the ACOs. There are no restrooms where the new office space would be, but according to County Building Inspections, the current Animal Shelter office restrooms will be adequate in number and distance. If County Maintenance can perform some of the renovations it will keep costs down. The new ACO office space will be an open area with desks. Commissioner Frye asked about acquiring a mobile classroom from the schools. There are some units that we own. Mr. Arthurs said that is definitely an option but access and timing may come into play. The unit would have to be compliant with the Americans with Disabilities Act. The unit may also not be available at a time that fits into the renovation schedule. Adding a site-built building would allow for a slab on grade, meaning less accessibility work would be required. Another option is utilization of the old transfer station at the solid waste facility. There is office space available if the current tenant moves to another location. The old shop building at the landfill is an option as well. Mr. Arthurs said Ms. Greene preferred to have her staff close. Ms. Hinshaw asked how big the old shop building is. Mr. Arthurs answered about thirty feet by thirty feet with an additional area that is not temperature controlled. Ms. Hinshaw asked if that building could become a sterilization area if a veterinarian can be located. Mr. Arthurs said it could be looked at but it would take some renovating. Ms. Wilson said everything is coming together and we are going to have something in Randolph County that we can be proud of. Mr. Beard asked about the feasibility of disassembling the old shop building and reassembling it behind the Shelter. Mr. Arthurs said that space is limited due to the old landfill area and grade issues. The shop building is currently only accessible via gravel road. Mr. Johnson said the comments offered great guidance. He also mentioned new uniforms for the Animal Services staff identifying them as the professionals that they are. Commissioner Frye said we are working to establish communication and we are off to a good start. Ms. Hinshaw asked why there are so many strays at the shelter. Ms. Walker said that Animal Control does not ride around and pick up animals; people bring in animals and drop them off at the shelter. Ms. Wood said they’ve always had this many but with Facebook it looks like there is more now than there has been. Public Comment Period Pursuant to N.C.G.S. § 153A-52.1, Commissioner Frye opened the floor for public comment and closed it after everyone wishing to speak had done so. Tim Greene spoke up from the audience and agreed that while using the old shop building was a good idea, accessibility is an issue. He has had calls about what to do with stray and wild animals as well because citizens are familiar with his work history with the U.S. Postal Service. Commissioner Frye commended Mr. Arthurs for a positive display of available options. He said the meetings of the Animal Services Advisory Board have been very positive and thanked the Board for their input and ideas. Adjournment Having no further business, Commissioner Frye adjourned the meeting at 6:53 p.m.