Tah County Sheriff’s Office BOARD MEMBERS ... - …

North Utah Valley Animal Services Special Service District Pending Monthly Board Meeting Minutes

Meeting conducted electronically via Zoom on January 28th, 2021

BOARD MEMBERS PRESENT: Cedar Hills- Jenny Peay Eagle Mountain- Joshua Bairrington Highland- Scott Smith Lindon- Jeff Acerson Orem- Mike Paraskeva Pleasant Grove- Carl Nielson Saratoga Springs- Owen Jackson Utah County- Steve Alder Utah County Sheriff's Office- Yvette Rice BOARD MEMBERS ABSENT: AlpineAmerican Fork- Daren Falslev Lehi- Marilyn Banasky Utah County- Toby Bath Vineyard-

OTHERS PRESENT: Director-Tug Gettling Legal Counsel- Laramie Merritt Minutes- Janeen Olson Saratoga Springs- AnnElise Harrison Audit- Ian Robbins

OTHERS ABSENT:

OPEN THE MEETING: 1. Welcome and introductions: Chair Yvette Rice welcomed everyone and thanked the Board Members for their commitment to attend via Zoom. She then read the opening statement on the Agenda outlining the need for electronic meetings during this global pandemic. The meeting was opened at 10:05 a.m.

2. Prayer/Thought- Offered by Scott Smith

WORK SESSION ITEMS: 1. No Items.

PUBLIC HEARING ITEMS: 1. No Items.

GENERAL MEETING ITEMS: 1. Public Comment- No public joined, and the Chair, Vice Chair and Director all confirmed no emails or comments were received.

Steve Alder joined the meeting at 10:11

2. Review and approve minutes from the November 19th, 2020 Meeting- A Motion was made by Jenny Peay to approve the Minutes from the November 19th, 2020 NUVASSSD Board Meeting. Owen Jackson seconded the Motion and requested AnnElise assist due to some technical difficulties. Roll Call: Jenny Peay- Yes, Owen Jackson-Yes, Yvette RiceYes, Carl Nielson- Yes, Jeff Acerson- Yes, Scott Smith-Yes, Steve Alder-Yes, Mike Paraskeva-Yes. All were in favor, Motion carries.

3. FY 2019-20 Audit/Agreed Upon Procedures: Ian Robbins thanked the Board Members, Tug and his staff and Orem City who handles the books for the finances for the North Utah Valley Animal Shelter for giving him the opportunity to present his finding on this Zoom meeting. Ian reviewed the differences between an Audit and the Agreed Upon Procedure Report which is what the Shelter is currently using. He also wanted to point out a couple of things; the first being that the State Auditors Office wants them to look at fund balances that are used in governmental funds. Ian noted the Shelter operates as an enterprise fund, so there is a little bit of changing in the result because they look into net position as opposed to fund balance. They both mean the same thing, it really means what you have left over, so your assets minus your liabilities equal your net position. Ian noted ours is positive and they don't have any issues with that. He advised the other thing about an enterprise fund is you are not required by law to spend down what you have left over every year, like in a general fund that a city would. In an enterprise fund you are allowed to accumulate funds for the purpose of your special purpose entity. The second thing he wanted to address is a new item this year on the Agreed Upon Procedures which is a fraud risk assessment. Ian stated Tug filled out our fraud risk assessment and the score was 295 out of 395, which means we mitigated our fraud risk to a moderate level. Ian advised he thinks that is great and better than most special service districts with our budget and our size. He advised that he is available any time to answer any questions from any of the Board Members and his contact information is included in the report that was sent out. Yvette thanked Ian and noted that it was written in the report that nothing came to their attention and she attributes that to Tug and his staff doing a great job in managing the day to day operations and she appreciates that.

4. Financial Report- Tug reviewed the Check Register first noting it was lengthy due to it being for two months, November and December. In looking at it nothing out of the ordinary or not recognized, all of the larger expenses were for the utilities and given the time of year those are expected. On the Monthly Financial Statement, just like the last few meetings the statement looks different from other years due to COVID-19, with most of the income and expenses down in relation to how much of the year has passed. With 57% of the fiscal year gone by, most of our income is below that as well as our expenses below, so it is still balancing each other out. Tug pointed out that our donations show 476% which makes it appear we got a lot of donations all at once which is not correct. He stated they had a lot of donations over time that went into a PayPal Account, that Tug was not able to retrieve since the account was set up by someone no longer working at our Shelter. It took Tug several phone calls to get the situation corrected and he was able to obtain the almost $6,000 in donations and has now closed out the PayPal Account. Donations can still be made in person, by check or money order or through our website, using Express Bill Pay. Reviewing line items in Expenses; Supplies- 28%, Vaccines- 38%, Temporary Wages-40%, all of these are due to the pandemic creating less animals being brought into the Shelter, less employees time needed, less vaccines, less supplies needed. But we have also brought in less money for animal licenses and adoptions, we are still hopeful it will just be a wash and equal out. Tug advised they spent out a little more in fleet repair, showing 135%, this is for their one truck that had some transmission problems and has been taken in twice, each for about $500. The truck is eleven years old, with low mileage, it is used a lot for short trips to pick up supplies and go to the vets. The question was brought up if we had funds available to purchase a new truck and if we need to start planning for that in the budget. A discussion was had regarding replacement costs being set aside in the future, fleet replacement plans, feasibility of leasing a vehicle. The idea of an emergency use trailer was again discussed and if the Board wants to revisit looking at that option again. Tug noted the trailer that was utilized from Davis County during the wildfires a few years ago is no longer available and nothing else is available in the county. The possibility of sharing the cost with the South Shelter, the County and looking at grants was mentioned. The Board requested Tug to start gathering information on the costs and feasibility of obtaining an emergency type trailer to present at a future meeting.

Joshua Barrington joined the meeting, Jeff Acerson dropped off the meeting at 10:30.

5. Shelter Progress Report- Tug Gettling

? Facilities- doing well, we did have a ceiling leak for a few days, County has now fixed it. ? Personnel- We have had one part time position open for a while, with no need to fill it with our animal numbers

down and not a lot of work being done. With spring approaching and hopefully COVID cases declining we will need to look at filling that position. We do know that one of our part-time employees is also leaving in the spring and our numbers tend to traditionally go up then, so we will look at hiring from application we have already been receiving. ? Financial- Tug wanted to advise the members of situation that came up with a payment, every year we have paid our fuel expenses through the State of Utah through the vendor Fuelman. The State recently made a change and they no longer go through Fuelman, instead they go through the State of Utah's Fleet Operations, however that information was not relayed. The State contacted the Shelter when they had not received payment and it was discovered two of the checks had went to Fuelman after the account with the State had been closed and they had cashed them. Orem City who issued the checks are working on getting reimbursed. ? Operationally- Due to the pandemic the numbers of animals in the Shelter is still low, while the turnaround for getting animals adopted out of the Shelter has been great. As of this morning, Tug advised we have 4 dogs, one rabbit and no cats, while normally we would have about 50, the help from the rescue groups has been fantastic. ? Tug advised Donald Renda, DVM, does an annual review for the calendar year of our rabies program. For 2020 the review showed; the Shelter administered 1,142 rabies vaccines, Renda has trained seven additional new employees, he completed 12 monthly audits to ensure our rabies program is in compliance with the storage of our vaccine, vaccine counts, and the way the vaccines are administered are being done correctly. He noted we are following everything properly and doing a good job. ? Community Outreach- Tug noted our community outreach has been great with taking injured animals so the Shelter does not have to assume the cost of surgeries. They assisted this last week with a duck with a broken beak and a cat with a broken leg and pelvis, Tug had received an estimate of $3,000 for the cat alone. Their help financially, as well as the help getting the cats out of the Shelter, has been fantastic. ? Legislation- Tug reviewed five bills that may be a concern; SB104- Tax levy for ACO is moving forward, SB114Animal Chiropractic Amendments while it doesn't affect us much it is moving forward, HB166- Livestock Amendments, HB213 K9 Injury Amendments, Animal Shelter Amendments, a bill to ban the use of carbon monoxide for animal euthanasia, currently the bill has not been numbered, and the sponsor has abandoned it. Tug will continue to monitor these. ? Tug went over scientific data for the Board Members if they are asked about using carbon monoxide. He read a section from the American Veterinarian Medical Association Guidelines for Euthanasia, 2020 Edition that noted three advantages for using carbon monoxide; Induces loss of consciousness without pain or with discernable discomfort. Hypoxemia induced by carbon monoxide is insidious (animals not aware they are in danger), so they are not afraid. Death occurs rapidly when using 4-6%, we use 6%. ? Tug reviewed some highlights of statistical data he ran from 2010-2020; The Shelter increased our dog redemptions ( return to owners) by 23%, dog adoptions by 4%, decreased dog euthanasia by 21%, the # of dogs that have died at the Shelter in 2010 was 45, in 2020 it was 1. Cats redeemed by owners increased by 6%, (the State average is 2%) with the increase we are now at 10%, adoptions of cats by 16%, cats being rescued by 46%, cats euthanized decreased by 59%, which has a lot to do with the rescue groups, as well as, the working cats program that takes all of our feral cats. Cats that died at the Shelter in 2010 was 537, in 2020 that number was 38. Tug advised he also looked at 2019 to see if the COVID pandemic changed the data and found the same increases and decreases still there. Tug and Yvette both agreed the changes have been fantastic and attribute it to several things such as the veterinarian fund in the budget, working with the rescue groups, public awareness and responsibility.

6. Other business- Tug asked Laramie if he could provide training at our next meeting. Carl inquired if dog food was needed. A discussion on the yearly schedule was had and agreement on holding it every two months for now.

A Motion was made by Owen Jackson to go into a Closed-Door Session for the purpose of discussion on employee compensation. Scott Smith seconded the Motion. Roll Call; Yvette Rice- Yes, Joshua Barrington-Yes, Owen Jackson-Yes, Jenny Peay-Yes, Steve Alder-Yes, Carl Nielson-Yes, Mike Paraskeva-Yes, Scott Smith-Yes. All were in favor. Motion carries and the Board moved to a Closed-Door Session at 11:12 a.m.

A second Zoom link was sent out to the Board Members to go into a Closed-Door Session, however due to some technical issues the initial Zoom link was closed, and the Board was unable to go back into the Public Meeting. No further action was taken.

7. Adjourn- A Motion was made by Owen Jackson to adjourn. Scott Smith seconded the Motion. All were in favor. Meeting adjourned at 11:47

CLOSED DOOR SESSION: 1. Employee Compensation- Yvette Rice

Next Meeting: March 25th, 2021 @ 10:00 a.m.

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