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HomeMy WebLinkAboutAgenda - 06-06-2017 - 8-g - Updated Animal Services Advisory Board Policies and Procedures 1 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: June 6, 2017 Action Agenda Item No. 8-g SUBJECT: Updated Animal Services Advisory Board Policies and Procedures DEPARTMENT: Animal Services ATTACHMENT(S): INFORMATION CONTACT: Clean Policies and Procedures Bob Marotto, Animal Services Director, Marked Up Policies and Procedures 919.968.2287 PURPOSE: To receive and approve the policies and procedures for the Animal Services Advisory Board as amended by Animal Services Advisory Board and Animal Services staff with legal review provided by the Office of the County Attorney. BACKGROUND: The Animal Services Advisory Board (ASAB) and Animal Services staff recently reviewed and revised the policies and procedures for the ASAB. This review was undertaken because the operation and responsibilities of the ASAB had changed with the adoption of the Unified Animal Ordinance and creation of the Animal Services Hearing Panel Pool. More generally, the review was undertaken as no updates had occurred since the policies and procedures were originally created by the Board of County Commissioners. The revisions in the attached documents appear substantial, but the creation of the Hearing Panel significantly affected the Policies and Procedures and is the basis for the majority of the updates. There are three notable changes in the revised policies and procedures: 1. Appeal Hearings: Dangerous animal and other appeals have been removed from ASAB responsibilities. Under the revised policies and procedures, the ASAB will only recommend three (3) of its members to the BOCC to serve as members of the Animal Services Hearing Panel Pool and chair hearing appeal panels convened by the Animal Services Director. 2. Health Board Veterinarian: The term that the Health Board Veterinarian will serve on the ASAB is made coterminous with the length of the veterinarian's service on the Health Board. This change has been made to ensure that the compatibility of the Health Board and ASAB terms given that they are not the same length. 3. Retail Pet Sector Position: The revised policies and procedures include a twelfth position to the ASAB for a community member from various businesses that serve pet owners in Orange County. The position could be filled by someone from a retail pet supply store, a grooming shop, or a boarding facility. Veterinary personnel would be excluded from this position because there is already a veterinary position in addition to the Health Board Veterinarian. 2 The ASAB unanimously approved the proposed revisions based upon several rounds of review and discussion. The revisions also have the full support of the Animal Services Director. They have been reviewed by the County Attorney and found to be legally appropriate and acceptable revisions. FINANCIAL IMPACT: There is no financial impact associated with updating the ASAB's Policies and Procedures. SOCIAL JUSTICE IMPACT: The following Orange County Social Justice Goal is applicable to this item: • GOAL: ENABLE FULL CIVIC PARTICIPATION Ensure that Orange County residents are able to engage government through voting and volunteering by eliminating disparities in participation and barriers to participation. RECOMMENDATION(S): The Manager recommends that the Board receive and approve the revised policies and procedures for the Animal Services Advisory Board. 3 ANIMAL SERVICES ADVISORY BOARD POLICIES AND PROCEDURES SECTION I: SCOPE A. Purpose 1. To establish a policy and procedure whereby the Orange County Board of Commissioners ("BOCC") will establish the specific policies and procedures governing the Animal Services Advisory Board ("ASAB") 2. The BOCC may appoint an advisory board whose duty is to work with Animal Services staff and serve County Commissioners in an advisory capacity regarding animal services in Orange County. B. Authority 1. North Carolina General Statute 153A-76 grants boards of county commissioners the authority to establish advisory boards. 2. The Orange County Advisory Board Policy serves as the underlying policy document to which the ASAB, in addition to this Policies and Procedures document, is subject. The Orange County Advisory Board Policy is attached hereto as "Exhibit A". 3. In the event that there is a conflict between the Orange County Advisory Board Policy and this Policies and Procedures document this Policies and Procedures document shall control. C. Charge The charge of the ASAB is as follows: 1. To advise the BOCC on matters of concern regarding animal issues and animals services in Orange County. 2. To work with the Animal Services Director (or designee) on various policy concerns and issues regarding Orange County animal services. 3. To recommend members of the ASAB to the BOCC for appointment to the Animal Service Hearing Panel Pool, however, the ASAB acknowledges these recommendations to the BOCC are merely advisory. SECTION II: GOALS AND OBJECTIVES A. Goals 1. The ASAB shall work with the Animal Services Director and designated staff collaboratively to ensure best-in-class quality animal services within Orange County. 2. The ASAB shall maintain contact with the stakeholder groups from which its members are appointed in working with the Animal Services Director and staff. 1 4 B. Objectives 1. Provide a venue in which stakeholder concerns about animals, animal policies and issues and animal services programming may be voiced, considered and as appropriate referred to the BOCC and/or County Manager.. 2. Advise the BOCC on animal services as such, and shall make recommendations for changes to Chapter 4 of the County Ordinances and/or state statutes when deemed appropriate 3. Advise the BOCC on the health, safety and quality of life as it relates to animals in Orange County. SECTION III: MEMBERSHIP A. Authority 1. North Carolina General Statute 153A-76 grants boards of county commissioners the authority to establish advisory boards and to appoint members to and remove members from those advisory boards. In acting on this authority, the BOCC has hereby established certain general conditions to which applicants and members of advisory boards, including the ASAB shall conform. B. Composition 1. The ASAB is composed of thirteen (13) voting members. 2. Members shall represent: a. The Towns of Carrboro (1), Chapel Hill (1) and Hillsborough (1); b. Three (3) at-large representatives, two (2) of which reside in the unincorporated areas of the county; and c. Two (2) veterinarians, one of which shall be the veterinarian serving on the Orange County Board of Health, who shall serve in this position for the duration of his or her membership on the Board of Health until replaced by a new veterinarian appointee to the Board of Health; and d. Three (3) county residents whose experience demonstrates a commitment to education around animal issues, legislative advocacy, and/or animal welfare (e.g., rescue work and organizations, service and support for Orange County residents with animals, efforts to work with free roaming or feral cats, volunteering at animal shelters) and e. One (1) professional animal handler, trainer or technician with a recognized credential or certification, and f. One (1) owner or manager of a for-profit business located in Orange County focused on companion or recreational animal welfare (e.g., pet supply stores, kennels, grooming salons, dog- walking business, , etc.), and who is not engaged in the practice of veterinary medicine. 2 5 3. The ASAB shall elect a Chairperson, Vice Chairperson, and Secretary by open ballot to serve a term of two years. SECTION IV. MEETINGS 1. Regular meetings shall occur at least nine times per year. Additional meetings may be called by the ASAB Chair or Vice-Chair in the Chair's absence as needed. The ASAB Chair shall coordinate with the Clerk to notice meetings. 2. A quorum of half the appointed ASAB membership plus one is necessary to conduct business. 3. Animal Services staff may serve a support function to the ASAB in preparation for and during its meetings, under the direction of the Animal Services Director. SECTION V. BOARDS AND COMMITTEES 1. Animal Services Hearing Panel Pool a. Three (3) members of the ASAB shall serve terms of two years as members of the Animal Services Hearing Panel Pool The ASAB chair, following consultation with the full ASAB, shall send the names of his or her three nominations for the Animal Services Hearing Panel Pool to the BOCC for its consideration and approval. b. Members of the ASAB serving on the Animal Services Hearing Panel Pool shall chair all hearing panels, but no more than one ASAB member may serve at one time on any hearing panel. 2. Committees a. Ad-hoc committees to study issues of interest or concern to the ASAB may be formed as needed. b. Committees shall have a charter and identified deliverables when they are formed. c. Committees shall consist of no fewer than three members and the members shall all be from the ASAB and appointed by the Chair of the ASAB. d. A chair for such a committee shall be designated by the Chair of the ASAB. SECTION VI. ORIENTATION TRAINING 1. Within three months of his or her appointment to the ASAB, each member shall attend an orientation presented by the ASAB Chair (or another officer) and the Animal Services Director (or designated staff) to familiarize the advisory board members with the operation of County 3 6 government, the department organization and policies, and the operating procedures of the ASAB. SECTION VII. BY-LAWS A. By-Laws 1. Any bylaws previously adopted by the ASAB are void. Procedure shall be governed solely by this Policies and Procedures document and the General Advisory Board Policy Document. 2. Should the ASAB determine modifications to policies and procedures are advisable the ASAB may petition the BOCC for modifications. 4 7 ANIMAL SERVICES ADVISORY BOARD POLICIES AND PROCEDURES SECTION I: SCOPE A. Purpose 1. To establish a policy and procedure whereby the Orange County Board of Commissioners ("BOCC") will establish the specific policies and procedures governing the Animal Services Advisory Board ("ASAB") 2. The Orange County Board of Commissioners BOCC may appoint an advisory board whose duty is to work with Animal Services staff and serve County Commissioners in an advisory capacity regarding animal services in Orange County. B. Authority 1. North Carolina General Statute 153A-76 grants boards of county commissioners the authority to establish advisory boards. 2. The Orange County Advisory Board Policy serves as the underlying policy document to which the Animal Services Advisory Board ASAB, in addition to this Ppoliciesy and P.procedures document, is subject. The Orange County Advisory Board Policy is attached hereto as "Exhibit A". 3. In the event that there is a conflict between the Orange County Advisory Board Policy and this Policies and Procedures document this Policies and Procedures document shall control. C. Charge The charge of the ASAB Animal Services Advisory Board is as follows: 1. To advise the Board of County Commi,ioners BOCC on matters of concern regarding animal issues and animals services in Orange County. 2. To work with the Animal Services Director (or designee) on various policy concerns and issues regarding Orange County animal services. 3. To carry out duty to hear Potentially Dangerous Dog Declaration appcats as-prescribed by N.C. Gen. Stat. §67 /1.1(c). 3. To recommend members of the ASAB to the BOCC for appointment to the Animal Service Hearing Panel Pool, however, the ASAB acknowledges these recommendations to the BOCC are merely advisory.- SECTION II: GOALS AND OBJECTIVES A. Goals 1. The Animal Services Advisory Board ASAB shall work with the Animal Services Director and designated staff collaboratively to ensure in-class quality-animal services within Orange County. 1 8 2. The Animal Services Advisory Board shall work collaboratively with the 2. The ASAB shall maintain contact with the stakeholder groups represent the communities and constituencies from which its members are appointed in working with the Animal Services Director and staff. B. Objectives 1. Provide a venue in which stakeholder concerns about animals, animal policies and issues and animal services programming may be voiced, considered and as appropriate referred to the BOCC and/or County Manager. 4,2. Advise the Board of County Commissioners BOCC on animal services as such, and shall make recommendations for changes to Chapter 4 of the +n—County Ordinances and/or state statutes when deemed appropriate- 2,3. Advise the Board of County Commissioners BOCC on the health, safety and quality of life as it relates to animals in Orange County. SECTION III: MEMBERSHIP A. Authority 1. North Carolina General Statute 153A-76 grants boards of county commissioners the authority to establish advisory boards and to appoint members to and remove members from those advisory boards. In acting on this authority,. the Orange County Board of Commissioners BOCC has hereby established& certain general conditions to which applicants and members of advisory boards, including the shouldASAB shall -conform. B. Composition 1. The Animal Services Advisory Board ASAB is composed of thirteen twelve (132) voting members. 2. Members shall represent: a. The Towns of Carrboro (1), Chapel Hill (1) and Hillsborough (1); b. Three (3) at-large representatives, two (2) of which reside in the unincorporated areas of the county; and c. Two (2) veterinarians, one of which shall be the veterinarian serving on the Orange County Board of Health, who shall serve in this position for the duration of his or her membership on the Board of Health until replaced by a new veterinarian appointee to the Board of Health; and d. Three (3) county residents whose experience demonstrates a commitment to animal welfare, education around animal issues, 2 9 legislative and/or advocacy, and/or animal welfare (e.g., rescue work and organizations, service and support for Orange County residents with animals, efforts to work with free roaming or feral cats, volunteering at animal shelters) and e. One (1) professional animal handler, trainer or technician with a recognized credential or certification, and/or. One (1) owner or manager of a for--profit business located in Orange County focused on companion or recreational animal welfare (e.g., pet supply stores, kennels, grooming salons, dog- walking business, rehabilitator, etc.), and who is not engaged in the practice of veterinary medicine. 3. The ASAB shall elect a Chairperson, and Vice Chairperson, and Secretary by open ballot to serve a term of two years. SECTION IV.MEETINGS A. Staffing 1. Orange County staff Animal Services staff may serve a support exceptional meetings, under the direction of the Animal Services Director.advisory boards upon the approval of the Orange County Manager. 1. Regular meetings shall occur on the third Wednesday of January and ay ofrccurring every other month as needed except in July and Rd, Chapel Hill, NC 27516.at least nine times per year. Additional meetings may be called by the ASAB Chair or Vice-Chair in the Chair's absence as needed. The ASAB Chair shall coordinate with the Clerk to notice meetings. 2. ExtraordinaryOther ..__ - _ __ _ _ A _ A M _ _ _ Director. -3. A quorum of half the appointed ASAB membership plus one is necessary to conduct business. 4. Animal Services staff may serve a support function to the ASAB in preparation for and during its -__ _ _ _ - -_ _ _ meetings, under the direction of the Animal Services Director. SECTION V. OTHER BOARDS AND COMMITTEES 1. Potentially Dan-gape-us Dog Appeal Committee Animal Services Hearing Panel Pool —Three (3) members of the Animal Servies Advisory Board ASAB- shall serve terms of two years as members of the Animal Services Hearing Panel Pool - -- "e _ . -- Me- _ _ _. - 'e 3 10 approved by the board as a whole, shall form a Potentially Dangerous Dog Appeal Committee to satisfy Orange County's Statute. .. - shall be a member whose position is based upon residency. not a potentially dangerous dog declaration is warranted based Statute. convened as needed by the Animal Services Director. C. In the event that a member is unable to attend within the of the Animal Services Advisory Board to fill his or her place. a. The ASAB chair, following consultation with the full ASAB, shall send the names of his or her three nominations for the Animal Services Hearing Panel Pool to the BOCC for its consideration and approval. b. Members of the ASAB serving on the Animal Services Hearing Panel Pool shall chair all hearing panels, but no more than one ASAB member may serve at one time on any hearing panel. 2. Other Appear Committees a. Committees Ad-hoc committees _ _ -- __ • - _ . - _ __-_ (e.g., adoption denims, assessment of fine, sequestration of animals) and/or to study issues of interest or concern to the ASAB may be formed as needed. b. These CGommittees shall have a charter and identified deliverables when they are formed. Vic. Committees shall consist of no fewer than three members and the members shall all be from the ASAB and appointed by the Chair of the Animal Services Advisory Board ASAB. mod. A chair for such a-n- ea4a committee shall be designated by the Chair of the Animal Services Advisory BoardASAB. committee shall be responsible for coordinatcing with the Animal Services Director to ensure that any such appeal is conducted in a timely and a judicious manner. SECTION VI. ORIENTATION TRAINING A. Attendance 1. Within three months of his or her appointment to the ASAB, each member shall attend an orientation presented by the Animal Services 4 11 Advisory Chair ASAB Chair (or another officer) and the Animal Services Director (or designated staff) to familiarize the advisory board members with the operation of County government, the department organization and policies, and the operating procedures of the advisory beard ASAB. SECTION VII. BY-LAWS A. By-Laws 1. Any bylaws previously adopted by the Animal Services Advisory Board ASAB are void _ _ _ _ •- _ . _ . _ _- _ _ __ -_. Procedure shall be governed solely by this policy Policies and Procedures document and the General Advisory Board Policy Document. 2. Should the Animal Services Advisory Board ASAB determine modifications to policies and procedures are advisable necessary the Animal Services Advisory Board the ASAB may petition the Bear€1-ef County Commissioners BOCC for such modifications. 5