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04-12-2023 (Animal Shelter) Agenda Packet P a g e | 1 Wylie Animal Shelter Advisory Board Regular Meeting April 12, 2023 – 6:00 PM Council Chambers - 300 Country Club Road, Building #100, Wylie, Texas 75098 CALL TO ORDER INVOCATION COMMENTS ON NON-AGENDA ITEMS Any member of the public may address Board regarding an item that is not listed on the Agenda. Members of the public must fill out a form prior to the meeting in order to speak. Board requests that comments be limited to three minutes for an indiv idual, six minutes for a group. In addition, Board is not allowed to converse, deliberate or take action on any matter presented during citizen participation. REGULAR AGENDA 1. Consider and act upon the Animal Shelter Advisory Board minutes of February 8, 2023. 2. Consider and act upon updates to current Animal Shelter Advisory Board Bylaws and Rules of Procedure to reflect updates by city ordinance. 3. Consider and place on file the 2023 first-quarter statistical information for shelter operations. WORK SESSION WS1. Discuss the status of the Board's recommendation related to the Request for a Proposal for a shelter needs assessment study. ADJOURNMENT CERTIFICATION I certify that this Notice of Meeting was posted on April 6, 2023, at 5:00 p.m. on the outside bulletin boar d at Wylie City Hall, 300 Country Club Road, Building 100, Wylie, Texas, a place convenient and readily accessible to the public at all times. ___________________________ ___________________________ Stephanie Storm, City Secretary Date Notice Removed The Wylie Municipal Complex is wheelchair accessible. Sign interpretation or other special assistance for disabled attendees must be requested 48 hours in advance by contacting the City Secretary’s Office at 972.516.6020. Hearing impaired devices are available from the City Secretary prior to each meeting. 1 P a g e | 2 If during the course of the meeting covered by this notice, the Board sho uld determine that a closed or executive meeting or session of the Board or a consultation with the attorney for the City should be held or is required, then such closed or executive meeting or session or consultation with attorney as authorized by the Texas Open Meetings Act, Texas Government Code § 551.001 et. seq., will be held by the Board at the date, hour and place given in this notice as the Board may conveniently meet in such closed or executive meeting or session or consult with the attorney for the City concerning any and all subjects and for any and all purposes permitted by the Act, including, but not limited to, the following sanctions and purposes: Texas Government Code Section: § 551.071 – Private consultation with an attorney for the City. § 551.073 – Discussing prospective gift or donation to the City. § 551.076 – Discussing deployment of security personnel or devices or security audit. 2 Animal Shelter Advisory Board AGENDA REPORT Department: Animal Services Account Code: Prepared By: Shelia Patton Subject Consider and act upon Animal Shelter Advisory Board minutes of February 8, 2023. Recommendation Motion to approve Item as presented. Discussion The ASAB met on February 8, 2023. The attached minutes are submitted for approval. 3 04/12/2023 Item 1. Animal Shelter Advisory Board Minutes Regular Meeting February 8,2023 –6:00 pm Wylie Municipal Complex –Council Chambers 300 Country Club Road,Bldg.100 Wylie,TX 75098 CALL TO ORDER Announce the presence of a Quorum. Dr.Brad Abraham called to order the Animal Shelter Advisory Board meeting at 6:08 pm.Board members present Shelia Patton,Amber Porter,and Jeff Forrester.Susan Cranford is absent. Quorum is present. Staff Liaison Lt.Matt Miller is also present. INVOCATION The invocation was given by Jeff Forrester. CITIZENS COMMENTS ON NON-AGENDA ITEMS Residents may address Council regarding an item that is not listed on the Agenda.Residents must fill out a non-agenda form prior to the meeting in order to speak.Council requests that comments be limited to three (3) minutes.In addition,Council is not allowed to converse,deliberate,or take action on any matter presented during citizen participation. REGULAR AGENDA 1.Consider and act upon an Animal Shelter Advisory Board minutes of December 14,2022. (ASAB Chair) Minutes February 8,2023 Animal Shelter Advisory Board Page 1 4 04/12/2023 Item 1. Board Action A motion was made by Jeff Forrester to accept the Animal Shelter Advisory Board minutes of December 14,2022,as presented.Dr.Brad Abraham seconded to accept the Animal Shelter Advisory Board minutes of December 14,2022,as presented.A vote was taken,and the motion passed unanimously. 2.Consider and place on file the 2022 fourth-quarter statistical information for shelter operations.(ASAB Chair) Board Action A motion was made by Amber Porter to accept and place on file the 2022 fourth-quarter statistical information for shelter operations,as presented.Jeff Forrester seconded to accept and place on file the 2022 fourth-quarter statistical information for shelter operations,as presented.A vote was taken,and the motion passed unanimously. 3.Consider and place on file the 2022 statistical information for shelter operations.(ASAB Chair) Board Action A motion was made by Jeff Forrester to accept and place on file the 2022 statistical information for shelter operations,as presented.Amber Porter seconded to accept and place on file the 2022 statistical information for shelter operations,as presented.A vote was taken,and the motion passed unanimously. Jeff Forrester stated that he wants to make clear that these stats are for the entire year of 2022. 4.Consider and place on file the 2022 Trap Neuter Release Feral Cat Program statistical information.(ASAB Chair) Board Action A motion was made by Jeff Forrester to accept and place on file the 2022 Trap Neuter Release Feral Cat Program statistical information,as presented.Amber Porter seconded to accept and place on file the 2022 Trap Neuter Release Feral Cat Program statistical information,as presented.A vote was taken,and the motion passed unanimously. Minutes February 8,2023 Animal Shelter Advisory Board Page 2 5 04/12/2023 Item 1. Jeff Forrester asked if this is a report of the TNR cats in Wylie. Shelia Patton stated that this report was made to comply with the city ordinance.We had one feral cat that tested positive for FeLV.She is open to suggestions and additions that could be added to the report. Dr.Brad Abraham asked if this was the first time we had collected these numbers.Also,how do these numbers compare to other years? Shelia Patton stated that comparing the numbers to other years is hard because of COVID and our services being closed down.She thinks that after another year of the program being open, we should be able to get a comparison. Jeff Forrester asked if the feral colonies could be added to the report.Also,can we add where those colonies are located and how many feral cats are in that colony?This way,we can know if the colony's growth is being controlled.He also asked if the TNR report could be added to the quarterly report as a subsection. Shelia Patton said she would have to get back to the board about the first question.She likes the idea but would need to see what the program would allow us to do.She then said that we could add the TNR report to the quarterly report,but she feels it would make the quarterly report needlessly confusing.She suggested that we keep the reports separate for another year. Jeff Forrester stated that maybe we could add a supplement to the quarterly report about the TNR report so that we can be fully transparent.This way,we can show the success rate of the TNR program. Shelia Patton responded that the TNR report is a quarterly report,and it will be added to the quarterly report as a separate report.We will need to get with the citizens and rescue groups to work together with them to collect the necessary information for a report on the colonies. Jeff Forrester agreed and stated that this would show transparency. Amber Porter asked if we have looked at how Garland runs their TNR program.They have registered colony managers.Garland also uses a rescue group to assist with the colonies. Shelia Patton stated that she agrees with working with a rescue group.She has tried to get a Friends of Wylie rescue group started before,but there wasn't enough interest.She also stated that we have a good volunteer program that we could also utilize.We need to reach out to rescue groups in the area. WORK SESSION WS1.Discussion to add two additional board members to the Animal Shelter Advisory Board and provide a recommendation to City Council. Shelia Patton stated that if we can get the adjusted ordinance approved by the city council by 2/28/23,we can approve the changes to the bylaws at our next board meeting in April.This way, we can beat the application deadline for the two additional board members on 5/15/23. Jeff Forrester responded that the entire board will rotate out in 2024 simultaneously.How can we structure the ordinance so that all the members don't rotate out at the same time? Amber Porter asked if we need to change the term lengths. Jeff Forrester thinks we should get with the City Manager's Office and the City Secretary's Office to find a way to stagger the terms. Amber Porter stated that her third term is up in 2024.She agrees with staggering the terms, especially the required positions of the board,such as the veterinarian and rescue group member. Minutes February 8,2023 Animal Shelter Advisory Board Page 3 6 04/12/2023 Item 1. Lt.Matt Miller asked if we could get feedback from the audience.As he understands it,they could change the terms to up to three years. Renae Ollie stated that,yes,you could stagger term lengths.Most boards already do stagger their member's terms.Do all board members rotate off in 2024? Lt.Matt Miller responded that all board members rotate off in 2024. Renae Ollie suggests that all seven members should be staggered. Shelia Patton stated that because we are changing the number of board members,now is a good time to discuss these changes. Lt.Matt Miller asked if the ordinance has to change or just the bylaws. Shelia Patton responded that the ordinance has to change as well. Renae Ollie asked if it is written in the ordinance or the bylaws. Shelia Patton responded that it is written in the ordinance. Renae Ollie asked if it states two years in the ordinance. Jeff Forrester responded that the ordinance states the term limit and number of consecutive terms but doesn't stagger the terms. Renae Ollie asked if the ordinance says two two-year terms. Jeff Forrester responded that it says three two-year terms. Renae Ollie stated that the ordinance should say something about "regardless of 2-3 year terms".You will need to add that to the ordinance if it's not there. Jeff Forrester responded that the ordinance states,"no board member shall serve for more than three consecutive terms or six consecutive years (whichever is less)"is that the correct wording? Renae Ollie said she could get us a copy of the ordinances of the other boards for us to review. Shelia Patton responded that she is confused about the board members appointed by the city council for two years,then three consecutive terms or six consecutive years. Renae Ollie asked where she was reading that from. Shelia Patton responded that she was reading it from our current ordinance.Would that need to be changed? Renae Ollie responded that it would depend on what we want the term lengths to be.If we want to stagger them for 2 -3 years,then yes,the ordinance needs to be changed.If we go with 1 -2 years,the current ordinance may work. Jeff Forrester stated that he thinks the board members should be staggered the same as the city council. Renae Ollie responded that it would ensure that the whole board wouldn't fall off simultaneously. Jeff Forrester suggested that the required members be staggered as well. Shelia Patton stated that the council member is a required position,as well as the rescue group member and veterinarian. Amber Porter said we could also resolve this issue by finding another veterinarian because Dr. Brad Abraham is a holdover. Lt.Matt Miller said he appreciates Dr.Abraham for being on the board. Jeff Forrester stated that we need to change the ordinance's verbiage and bylaws so there isn't any conflict between them. Shelia Patton said we would get with city staff to fix the ordinance. WS2.Discuss the addition to the City of Wylie,Code of Ordinances Chapter 18 Animals, prohibiting the sale of dogs and cats by retail pet stores and from public places. Minutes February 8,2023 Animal Shelter Advisory Board Page 4 7 04/12/2023 Item 1. Shelia Patton stated that this was brought to us to be placed on the agenda.There have been a few changes to the proposed ordinances since it was submitted to the board.The city attorney added some addendums.These ordinances are to prevent retail pet stores from selling animals and not adopting them out.She has met with the pet stores in Wylie,and they already follow these ordinances,so it will not affect them.They also support this ordinance because they already practice it at their stores.We do not currently have an issue with this in our city,but we want to be proactive.There is a bill going through State Legislature similar to the ordinances, but our ordinances only allow exceptions for Animal Services,Animal Adoption Agencies,and Animal Welfare Organizations.It is a common ordinance for larger cities in Texas.She also asked if any stores were moving to Wylie and was told no.This ordinance isn’t about preventing a pet store from moving to our city.It is about promoting responsible pet adoptions. Lt.Matt Miller stated that the city attorney has experience with these types of cases,so he has recommended the changes based on his experience working these types of cases.He also stated that he has seen animals being sold on the roadside or parking lot in 100-degree temperatures,and the property owner doesn't feel comfortable asking them to leave,which happens a lot.This ordinance gives officers the ability to remove them from the property. Shelia Patton stated it allows us to stop the sale of animals,and it promotes what the pet retail stores stand for.They can still adopt out animals from rescue groups or Animal Services.The ordinance is to prevent the rehoming of sick,underage,unvaccinated,and unsterilized animals. It also allows us to educate the owners about other options for rehoming or caring for their pets. Jeff Forrester asked if the proposed ordinance addresses the operation of puppy mills within the city limits.Also,how does this affect responsible home breeders?Per the ordinance,they can sell their animals if the breeder doesn't try to sell the animal on the roadside or in a parking lot. Shelia Patton responded that we do not currently have registered breeders in Wylie.If you look at the amended ordinance Prohibiting The Sale of Dogs and Cats by Retail Pet Stores section (b).It states that it is a defense of prosecution under this section if an individual sells, exchanges,barters,gives away,or transfers,or offers or advertises for sale,exchange,barter, give away,or transfer only dogs or cats bred by that individual. Lt.Matt Miller stated that public places are listed as any property generally accessible by the public that does not have a valid certificate of occupancy allowing the sale of animals on the property,regardless of whether such access was authorized and any public property.We are not trying to infringe upon someone's business in their residence. Shelia Patton stated this ordinance is to stop unhealthy animals from being sold in pet stores or on public property.It is 100 percent not to affect our current businesses or our breeders. Amber Porter stated this ordinance is important because other cities have it,and it will prevent puppy mills from moving to Wylie. Shelia Patton responded that she agreed with that. Lt.Matt Miller asked if it is agreed to push forward with the ordinances. Amber Porter responded that she agreed. Jeff Forrester stated that he agreed. Dr.Brad Abraham stated that he agreed. ADJOURNMENT Minutes February 8,2023 Animal Shelter Advisory Board Page 5 8 04/12/2023 Item 1. Motion was made by Dr.Brad Abraham and seconded by Jeff Forrester to adjourn the meeting. With no further business before the board,the board's consensus was to adjourn at 7:02 pm. ______________________________ ASAB Chair ATTEST: ______________________________ Shelia Patton,ASAB member Minutes February 8,2023 Animal Shelter Advisory Board Page 6 9 04/12/2023 Item 1. Animal Shelter Advisory Board AGENDA REPORT Department: Animal Services Account Code: Prepared By: Shelia Patton Subject Animal Shelter Advisory Board Bylaws Recommendation Consider and act upon updates to current Animal Shelter Advisory Board Bylaws to reflect updates by city ordinance. Discussion City Council met on February 28, 2023. Ordinance No. 2023-10 was adopted establishing initial terms, quorum qualification changes from three to four voting board members, and amending the number of board members by increase from 1 resident to 3 residents. 10 04/12/2023 Item 2. CITY OF WYLIE ANIMAL SHELTER ADVISORY BOARD BYLAWS ARTICLE I Name Section 1.The City of Wylie Animal Shelter Advisory Board is hereby established to act in an advisory capacity to the city council and to assist the city in complying with the requirements of Chapter 823 of the Texas Health and Safety Code. Section 2. As authorized by the City Charter, City of Wylie and City Ordinance No. 2003-11, this body shall be known as the Animal Shelter Advisory Board. ARTICLE Il Members Section 1. Number of Members/Qualified Appointment/Terms.The Board shall consist of seven (7) members. The Board shall consist of one licensed veterinarian, one member of the City Council of the City of Wylie, Texas, The Animal Services Manager of the City of Wylie, Texas (whose duties include the daily operation of the Wylie animal shelter), one representative from an animal welfare organization, and three (3) residents of the City of Wylie, Texas, with all Board members appointed by the City Council for a term of two (2) years, with the exception of the Animal Shelter Manager who shall be a permanent member of the board. With the adoption of Ordinance 2023-10, the initial terms are amended as follows: (a) Licensed Veterinarian term expires 6/2024 (b) Member of City Council term expires 6/2025 (c) Animal Welfare Organization representative term expires 6/2023 (d) Resident (1) of the City term expires 6/2024 (e) Resident (2) of the City term expires 6/2025 (f) Resident (3) of the City term expires 6/2025 Animal Shelter Advisory Board Bylaws 1 11 04/12/2023 Item 2. Section 2. At the conclusion of the above initial terms, members shall serve a staggered two (2) year term.Except for the animal services manager, no board member shall serve for more than three (3) consecutive terms or six (6) consecutive years (whichever is less); provided, however, that should a board member's replacement not be qualified upon the expiration of any term of a board member, then that board member shall holdover on the board until a qualified replacement board member has been appointed. Section 3. In addition to Board members, the City Manager may appoint a staff designee as an ex officio member of the Board, who shall have no right to vote on any matter before the Board. Each Board member shall serve without compensation but may be reimbursed for actual expenses approved in advance by the City Council. ARTICLE III Meetings Section 1. The Animal Shelter Advisory Board shall meet at least three (3) times per year and any additional meetings as may be called. Section 2. Special meetings may be called by the Chair or at the call of any two members of the Board, provided that notice thereof be given in writing to the Chair or Vice Chair. Section 3. Four (4) Board members shall constitute a quorum of the Board for the purpose of conducting its business, exercising its power, and for all other purposes. No action of the Board shall be valid or binding unless adopted by the affirmative vote of a majority of those Board members present and voting. Animal Shelter Advisory Board Bylaws 2 12 04/12/2023 Item 2. Section 4. No action of the Board shall be valid or binding unless adopted by the affirmative vote of a majority of those Board members present and voting. Section 5. When vacancies occur on the Board, the City Council shall appoint, by majority vote, a replacement to serve the remainder of the term. Section 6. Each Board member serves at the pleasure of the City Council and may be removed at the discretion of the City Council. Board member absences shall be controlled by Article VIII of Wylie's Charter. Section 7. Robert's Rules of Order (current edition)shall govern the parliamentary procedure of the Board in cases to which they are applicable and in which they are not inconsistent with these by-laws. ARTICLE IV Powers and Duties Section 1. The Board shall act in an advisory capacity to Wylie staff and the City Council in any matter pertaining to compliance with Chapter 823, Health and Safety Code. Section 2.The board, through its chairperson, shall report to the city council concerning its activities and proposals by submitting to the city council the approved minutes of each meeting of the board and copies of all reports of inspections conducted by the department of state health services, veterinarians or other authorities and all statistical reports of shelter operations considered and approved by the board. Section 3. The Board's authority shall not extend to the direction, supervision, employment, or termination of Wylie employees. No supervisory power of the Board is created. Section 4. The Board will develop for City Council approval a set of by-laws governing rules of procedure for their meetings and operation. Section 5. The Board shall not have the power to obligate Wylie for funds and/or expenditures or incur any debt on behalf of Wylie. Animal Shelter Advisory Board Bylaws 3 13 04/12/2023 Item 2. Section 6. All powers and duties prescribed and delegated herein are delegated to the Board as a unit, and all action hereunder shall be of the Board acting as a whole. No action of an individual Board member is authorized except through the approval of the Board or City Council. Section 7. The Board shall have any other power and/or duty as prescribed and authorized by the City Council. Animal Shelter Advisory Board Bylaws 4 14 04/12/2023 Item 2. 1.Statement 1.1.It is hereby declared that appointment to the Animal Control Advisory Board is a distinct honor and the trust imposed in the appointee involves the corresponding obligation of the appointee to serve the community by regular attendance and participation in the proceedings of the body. 2.Creation and Membership 2.1.The Animal Shelter Advisory Board was established by City Ordinance No.2003-11,and serves at the will of the City Council. 2.2.The Board shall consist of seven (7)regular members who will serve for terms of two (2)years. A Board member shall generally be limited to three two-year terms,with the exception of the Animal Shelter Manager who shall be a permanent member of the board per Ordinance 2020-01.Initial board member terms are amended per Ordinance 2023-10.The Board shall consist of one licensed veterinarian,one member of the City Council of the City of Wylie,Texas, The Animal Services Manager of the City of Wylie,Texas (whose duties include the daily operation of the Wylie Animal Shelter),one representative from an animal welfare organization, and three (3)residents of the City of Wylie,Texas. 2.3.In accordance with State law,the Board members are required to complete Open Meetings training and receive a Certificate of Completion within the first ninety (90)days of first year appointment.This may be taken online via the Office of Attorney General’s website (www.oag.state.tx.us).The Office of the Attorney General offers free video training courses to ensure that all elected and appointed government officials have a good command of both open records and open meetings laws. 3.Officers 3.1.The Board shall,at the first meeting after July 1st (and at such other times as these offices may become vacant),select from among its members a Chairperson and Vice-Chairperson to serve for a period of one (1)year. 3.2.In the absence of both the Chairperson and Vice-Chairperson during a meeting,the remaining Board members shall elect an Acting Chairperson. 4.Officer ’s Duties 4.1.The Chairperson shall preside over all meetings and briefing sessions,and perform all duties as required by law. 15 04/12/2023 Item 2. 4.2.The Vice-Chairperson shall assume all duties of the Chairperson in the absence of the Chairperson. 5.Powers and Duties of the Board 5.1.The Animal Shelter Advisory Board shall act in an advisory capacity to Wylie staff and the City Council in any matter pertaining to compliance with Chapter 823,Health and Safety Code. 5.2.The Board shall perform all duties as prescribed by State statutes and the City's Code of Ordinance Chapter 18.The City Council has final authority in these matters,but should seek recommendations from the Animal Shelter Advisory Board prior to making final decisions. 5.3.The Board shall work with the Animal Services Manager (or designee)on various policy concerns and issues regarding Wylie Animal Services. 5.4.The Board shall make recommendations for changes to Chapter 18 of the City Code of Ordinances and/or policies as it relates to compliance with Chapter 823,Health and Safety Code when deemed appropriate. 5.5.The Board shall maintain contact with the stakeholder groups from which its members are appointed in working with the Animal Services Manager and staff. 5.6.The Board shall work with the Animal Services Manager and designated staff collaboratively to ensure best-in-class quality animal services with the city of Wylie.. 5.7.The Board shall perform all other duties as the City Council may direct. 6.Orientation Training 6.1.Upon his or her appointment to the Board,all new members shall attend an orientation presented by City Staff to familiarize the board members with the operation of Municipal Government,the department organization and policies,and the operating procedures of the Animal Shelter Advisory Board. 7.Rules of Order 7.1.The Chairperson shall rule on all points of order. 7.2.The Board members may overrule the Chairperson on points of order by a two-thirds (2/3)vote of members present. 7.3.Any provisions of these rules not governed by City Ordinance may be temporarily suspended by a favorable two-thirds (2/3)vote of all members of the Board,whose vote shall be entered upon the minutes. 16 04/12/2023 Item 2. 8.Quorum 8.1.A quorum shall consist of four (4)members. 8.2.No matters may be handled without the presence of a quorum. 8.3.No action of the Board shall be valid or binding unless adopted by the affirmative vote of a majority of those Board members present and voting. 9.Agendas 9.1.An agenda shall be prepared by the Animal Services Manager or his/her designee for each meeting of the Animal Services Advisory Board.A copy of the agenda shall be posted in the Municipal Complex as required by law,as well as on the website. 9.2.There shall be attached to each agenda item,a report of matters pending further action by the Commission. 9.3.All regular and special meetings shall follow,as closely as possible,the printed agenda.The agenda should include,but is not limited to the following; a.Ratification of Minutes; b.Citizens’participation on items not on the agenda; c.Executive Session,as needed; d.Consent agenda; e.Items for individual consideration; f.Breaks at the discretion of the Chairperson; g.Commissioners or Staff comments on general business; h.Adjournment. 9.4.Agendas may be amended by the Chairperson as to order of items,but not as to content, unless overruled by a majority of the members present. 10.Minutes of Meetings 10.1.Minutes of all regular and special meetings shall be kept by the Secretary,designated by the Animal Services Manager,and are subject to amendment and ratification by the Board at the next regular meeting. 10.2.The minutes of the Board’s proceeding shall show the overall vote,or if absent or failing to vote, shall reflect that fact. 17 04/12/2023 Item 2. 11.Regular meetings 11.1.The Animal Shelter Advisory Board shall meet at least three (3)times per year and any additional meetings as may be called. 11.2.Any Board member missing three (3)consecutive regularly scheduled meetings without prior notification to Staff and/or a valid reason,which may include family emergency,illness,or other reasonable cause,may be subject to dismissal from the Board by the City Council. 11.3.All meetings shall be held in full compliance with the provision of state law,ordinances of the City,and these rules of procedure. . 12.Special Meetings 12.1.Special meetings may be called by the Chairperson,or at the request of two (2)or more members,or may be scheduled by a majority of the Board at any previous meeting.The time and place of the special meeting shall be determined by the convening authority. 12.2.All members must be notified of any special meeting by giving written notice to all members by an email address of record at least seventy-two (72)hours before the meeting,and the notice must specify the purpose of the meeting. 12.3.Special meetings must be posted in accordance with the open meetings act. 13.Addressing the Board 13.1.Persons desiring to address the Board shall complete a “Request to Speak”card and submit the card to the Secretary. 13.2.The Secretary will sort the speaker cards by agenda item and deliver them to the Chairperson. 13.3.The Chairperson will refer to the speaker cards for comments on items not on the printed agenda,and individual agenda item comments. 13.4.Persons who note on a speaker card their desire to address the Board will be called to the podium by the Chairperson at the appropriate time and will follow the guidelines of Ordinance 2019-29 as outlined below when addressing the Board; a.Approach the podium,state their name and address and whether or not they are representing a person,group,or organization; b.Speak so that all present in the room may hear clearly; c.Address all statements and questions to the Chairperson; 18 04/12/2023 Item 2. d.Be courteous in language and deportment; e.Be concise and focused in their Comments; f.Group comments should not exceed 6 minutes,individual comments should not exceed 3 minutes unless an interpreter is needed,in which case 6 minutes is allowed. 13.5.The Chairperson may interrupt an individual to redirect or terminate remarks when they are not relevant to the matter before the Board,or when the Chairperson determines the remarks to be out of order. 14.City Staff Responsibilities 14.1.The Animal Services Manager or designee shall be responsible for providing the Board with the necessary professional,technical,and clerical services,including: a.Prepare and submit the agenda with staff reports and any special items as directed by the Chairperson; b.Coordinate the services of all City Staff and other sources of public information for and on behalf of the Board; c.Maintain a true copy of all Board proceedings; d.Maintain all Board records; 15.Written Request Required 15.1.Every proposal submitted for Board action shall be made in accordance with approved application procedures from the appropriate Ordinance or Regulations. 15.2.The proposal shall be complete in all respects before being accepted for filing and Board consideration. 16.Conflict of Interest Rules 16.1.Conflict of Interest.Should any member of the Board feel he/she has a conflict of interest with an agenda item before the Board,they should openly declare so at the introduction of the item. They are thereby prohibited from discussing,participating in,or voting on the item in question. They shall also fill out a Conflict of Interest form and file it with the Secretary. 16.2.Abstention.Should any member of the Board choose to abstain from voting on any question before the Board where no declared conflict of interest exists,their vote shall be recorded as an affirmative vote in the official minutes. 17.Motions 19 04/12/2023 Item 2. 16.3.A motion may be made by any member.A second to the motion shall be required before an item is put to a vote. 16.4.All votes shall be by a simple majority of members present,except as otherwise stated in these rules of procedure. 16.5.When fewer than all the members are present for voting and when all motions for a given application fail to carry by a majority vote,consideration of the application shall be continued under this rule to the next regular meeting,to the extent allowed by law.Failure of the Board to secure a majority concurring vote at said next regular meeting shall be recorded in the minutes as a denial of the proposal under the rule. 16.6.When a vote is required by state law or other requirement,and fewer than all members are present,and a simple majority is not reached,the vote shall be recorded as a denial. 17.Repealing Clause 17.1.All previously adopted Rules of Procedure of the Animal Shelter Advisory Board are hereby expressly repealed. 18.Suspension of Rules of Procedure 18.1.Any one or all of these rules of procedure may be suspended in order to allow a particular consideration of a matter,provided that it does not violate the state law or home rule charter, and provided that not less than two-thirds Board members vote in favor of such suspension. Where any rule embodies a provision of state law,identically or in substance,such rule may not be suspended. PASSED AND APPROVED BY THE ANIMAL SHELTER ADVISORY BOARD OF THE CITY OF WYLIE THIS ________day of ____________2023. ______________________________________________________ Brad Abraham,Chairman Amber Porter,Vice-Chairman Filed in the Office of the City Secretary this________day of ____________,2023 ___________________________ Stephanie Storm,City Secretary City of Wylie,Texas 20 04/12/2023 Item 2. Animal Shelter Advisory Board AGENDA REPORT Department: Animal Services Account Code: Prepared By: Shelia Patton Subject 2023 first-quarter statistical information for shelter operations Recommendation Consider and place on file the 2023 first-quarter statistical information for shelter operations. Discussion 21 04/12/2023 Item 3. Animal Shelter Advisory Board Report January thru March 2023 Dogs Cats Others Total Impounds 145 36 57 238 Owner Surrender 4 0 0 4 Stray 118 14 15 147 Quarantine 12 3 0 15 Safe Keeping 4 1 0 5 DOA 7 16 35 58 Trapped by resident 0 2 7 9 Born at Shelter 0 0 0 0 Dispositions Dogs Cats Others Total Return to Owner 108 8 0 116 Adopted 36 12 4 52 Rescued 1 0 4 5 Euthanized 4 3 4 11 Other 0 0 10 10 Euthanasia Reason Behavioral 2 0 0 2 Medical 2 2 2 6 Policy- H.R.R.C 0 1 2 3 Wild Animal 0 0 0 0 Euthanasia for dogs 2.47% Euthanasia for cats 11.11% Euthanasia for dogs & cats total 3.70% Dogs at facility at end of report:13 Dogs at facility at beginning of report:24 Cats at facility at end of report:4 Cats at facility at beginning of report:7 Euthanasia Rate for Facility January 1, 2023 thru March 31, 2023: 3.70% 22 04/12/2023 Item 3. Animal Shelter Advisory Board Report TNR January thru March 2023 Impounds Trapped 2 Dispositions Euthanized 0 Released 2 Other 0 Total 2 Euthanasia Reason Behavioral 0 Medical 0 Policy- H.R.R.C 0 Wild Animal 0 FeLV 0 Euthanasia rate 0.00% 23 04/12/2023 Item 3. Animal Shelter Advisory Board AGENDA REPORT Department: Animal Services Account Code: Prepared By: Shelia Patton Subject Request for Proposal Status Recommendation Discussion Discussion Discuss the status of the Board's recommendation related to the Request for a Proposal for a shelter needs assessment study. 24 04/12/2023 Item WS1.