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HomeMy WebLinkAboutAgenda - 05-18-2004-9bORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: May 18, 2004 Action Agenda Item No. SUBJECT: Animal Shelter Position, Classification and Pay and Personnel Policy Actions DEPARTMENT: Personnel PUBLIC HEARING: (Y/N) No ATTACHMENT(S): 1 -Proposed Animal Shelter Positions 2 - Amendments to the Orange County Classification and Pay Plan 3 -Draft Class Specifications INFORMATION CONTACT: Elaine Holmes, Personnel Director, Extension 2550 TELEPHONE NUMBERS: Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 336-227-2031 PURPOSE: To consider position, classification, pay and personnel policy actions necessary to implement the County operation of the Animal Shelter effective July 1, 2004, BACKGROUND: Orange County is assuming responsibility for operation of the Animal Shelter effective July 1, 2004. This agenda abstract presents for Board of Commissioners' action the position, job classification and pay and personnel policy actions necessary to staff the Animal Shelter and to transfer to County employment those employees of the current APS Animal Shelter who elect to join the County, 1. Effective Date Under the County's health insurance contracts, it is necessary to make the employment effective date for the Shelter employees be June 30, 2004 so that those employees joining the County have health insurance coverage beginning effective July 1, 2004. For those positions that are vacant (as noted in Item 5 below), it is proposed that the effective date be June 1, 2004 so that the positions may be filled as soon as possible, 2. Establish Positions Attachment 1 lists the proposed positions to be established. Below are several notes related to the positions, Animal Services Director The Attachment 1 list does not include the proposed new Animal Services Director position that will serve as the department head, That position will be proposed separately and considered as part of the Board of Commissioners' consideration of the governance structure for Animal Control and the Animal Shelter, "Core" Animal Shelter Positions The positions shown on the Attachment 1 list are the "core" Animal Shelter positions that were listed and described with the Board's April 20, 2004 agenda abstract with the addition of two positions that had been shown along with two others under the "Other Positions for Review and Outside Partner Opportunities" section of the April 20 staffing chart. These two positions are: One additional Permanent Time Limited Animal Care Technician -The "core" Animal Care Technician staffing provides for 5,0 positions, Based on review of the Humane Society of the United States animal care staffing model as well as in consideration of time that will be required to work out any outside partner arrangement, staff proposes the permanent time limited position to help provide coverage in the first year and allow time to assess animal care staffing needs and the best means to address them. The "Administrative Manager" position shown on the list as Administrative Assistant II, After review of the job duties, staff recommends this position be included because of the critical functions it addresses in supervision of the front desk staff serving the public, management of shelter records including operation of the computer system, data entry and reporting, and providing back up for other shelter functions, Animal Control Officer This position presently serves as Animal Control Officer for the Town of Chapel Hill under a contract between the Town and the Animal Protection Society (APS). This position will be absorbed by Orange County with revenue to cover the cost to come from the Town of Chapel Hilh 3. Amend Orange County Classification and Pay Plan Attachment 2 provides for the necessary amendments to the Orange County Classification and Pay Plan to add the Animal Shelter positions. Attachment 3 provides the class specifications for the proposed new classes. 4. Authorize Personnel Policy Actions To provide for the same handling as that accorded Orange County Rescue Squad employees transferring to Orange County, staff recommends the Board authorize the Personnel Director to take the personnel policy actions as outlined below in implementing this transition. Service Credit - Credit each employee's service as a full time employee with the APS Animal Shelter in determining Orange County service, In this way the employees will receive credit for APS service as a full time employee in eligibility and earning far County benefits tied to service such as Vacation Leave earning and Longevity Pay. Vacation Leave -Accept the transfer of accumulated, unused Vacation Leave from the APS for use as Vacation Leave with Orange County. 5. Orange County Employment As of May 10, seven of the 16 full time APS employees have advised that they plan to continue work with APS and do not plan to join the County. These employees include the Shelter Operations Manager, Customer Service Volunteer/Manager (the position shown in this abstract as Shelter Program Coordinator), the Accounting Technician and the Administrative Manager. Far those vacant positions, Personnel will conduct the customary County recruitment and selection process, moving as quickly as possible to get qualified staff on board. To this end, staff has initiated recn~itment for the vacant positions, which were listed on the April 20 agenda abstract as "core' positions, and these are now open for applications. To be able to hire and get new employees at work as quickly as possible, staff' recommends the effective date for these vacant positions be June 1, 2004. Nine employees have indicated they wish to transfer to Orange County, including the Shelter Director, Office Assistant, Health Care Technician, five Animal Care Technicians and the Animal Control Officer. After transfer the employees will become Orange County employees and will be covered by all provisions of the Orange County Personnel Ordinance and the related personnel and payroll systems and procedures, This includes the provision for a six month probationary period that may be extended for up to three additional months. FINANCIAL IMPACT: The proposed Animal Shelter budget will be included in the Manager's Recommended Budget for 2004-05.. The estimated County cost for animal services was outlined in the April 20, 2004 agenda abstract. RECOMMENDATION(S): The Manager recommends the Board approve the following: Establishing the positions shown in Attachment 1 effective June 30, 2004 except that any vacant positions are effective June 1, 2004. Amending the Orange County Classification and Pay Plan as shown in Attachment 2 effective June 1, 2004. Authorizing the Personnel Director to take the Personnel policy actions in Item 4 above. 4 N c O ~:. .N O a d m c a a d N O Ll Q a ~ M V ~ ~ ( D 'ct c (O ~ c~ M i~ M O O O O N ~- O M Y M O r ti ~ N ~ O O M O M V M M M M (O to M m H r ~ N p EH d} fR (f3 E9 H} d3 Efl H3 fR U ~ ~ N h ti r ~ ~ r V t~ ~ ~ t~ o m m co .- M M o~ ~n C it r ~ 0~ 07 N M (O m R W Q d C r ~- M r r d d m c~ G ~ f~} ffl' f/j' ~ ffl' ~' ~-} f~ ~' N O N r r r .- N 00 O ~ W °o m m c~°h m ~ rn ~ CO ~ N N N N N N M O N h' c0 t M V ' •- M to ffT fA Ef7 EA ff} K3 EH ffl fA Eh d t6 ~ N N ~ .-- N •- N •- N •- O m ~ ~ v N ~ c 0 Q ~ W ~ ~ ~ ~ ~ W ~ . t i u . t i a~ a ~ a a a a a a d ~~ ~d H j O O O O O O O O O O .- r r .- .- r N to .- ~1' _ 3 .7 6 r LL W f6 O H N C O a ~ ~ ~ ¢ ., ° m m m c c ~~ - ~~ m c c c m m c ~ ~ ~ m ~ ~ U a`' ~ v~ ~ c c c O ~ E L ~ r2 `t - U U U o ~ m m ~ n o rn •~ 'm ~ ~ ~ ~ c ~ Q ~~ ~ N m Q ~j U U ~ m ~ ~ c c c ~ c o ° E -o c i E E ° L ~ ~ ? ¢ ¢ ¢ O = Q a c n Attachment I v v O O +~.' l~ M H •.+ N O ER 1fl U N ti ~ ~ N ~ ~ c C w M W 4 c d m Y ffl f(j ' - + . a L1J ~ M n M ~ ~ OJ N 00 N C l9 ~ O ::. e» yt N O d ~ R R N o w ~ .- ~ ~ r C O U c ~ o a ~ ~ , ° F ~ ~ a ~° ~ ~ _ ~~ O Q, ~' f0 ~ O - O n. ~ ~~ ~- o~ ~ r F m _~ 0 c 0 O U a° Q 0 z Attachment 2 Amendments to the Orange County Classification and Pay Plan Add the following new classifications Class Title Salary Grade Salary Range Animal Care Technician 7 $22,160 - $35,426 Health Care Technician 9 $24,461 - $39,104 Shelter Director 22 $46,482 - $74,309 Shelter Operations Manager 14 $31,312 - $50,056 Shelter Program Coordinator 12 $28,367 - $45,349 Attachment 3 JOB TITLE: Animal Care Technician AS/10 JOB SUMMARY: This position is responsible for the care of animals in the shelter,. MAJOR DUTIES: o Cleans and disinfects kennels/cages in accordance with standard operating procedures. o Identifies and tags animals. o Provides food and water to animals in accordance with shelter procedures.. o Assists with monitoring health care of animals and reports any health changes to a Health Care Technician or Shelter Operations Manager. o Monitors animals regularly for signs of illness, stress or lethargy. o Washes and disinfects dishes and equipment daily.. o Administers medication under the supervision of the Health Care Technician or Shelter Operations Manager. o Conducts daily animal counts in assigned area. o Performs general cleaning and maintenance tasks. o Participates in euthanasia program as assigned. o Participates with adoption counseling. o Assists with Emergency Animal Rescue Service (EARS) program, o Performs other related duties as assigned. KNOWLEDGE REQUIRED BY THE POSITION: o Knowledge of animal care, animal handling, and animal health.. o Knowledge of disease symptomatology and medical procedures, o Knowledge of cleaning techniques, sterilization procedures and basic sanitation rules.. o Knowledge of shelter's standard operating procedures and policies,. Animal Care Technician, Animal Services Page 2 o Knowledge of animal restraint, animal temperament and behavior modification, o Ability to provide attention to detail.. o Sldll in oral and written communication. SUPERVISORY CONTROLS: The Shelter Operations Manager assigns work in terms of detailed and specific instructions. Completed work is reviewed for accuracy, compliance with instructions, and the nature and propriety of the final results. GUIDELINES: Guidelines include department standard operating policies and procedures and manuals. These guidelines are clear and specific COMPLEXITY: The work consists of providing care such as feeding, cleaning, disinfecting kennels/cages for animals in the shelter.. Providing care to a vast number of animals with specific individual needs contributes to the complexity of the work. SCOPE AND EFFECT: The purpose of this position is to provide care to animals in the shelter. Successful performance in this position ensures that animals are cared for so that they remain healthy which increases their chances of being adopted and removed from the shelter. PERSONAL CONTACTS: Contacts are typically with other shelter representatives, members of rescue organizations, co-workers and the general public. PURPOSE OF CONTACTS: Contacts are typically to exchange information and provide services PHYSICAL DEMANDS: The work is typically performed while sitting, standing, walking, bending, crouching or stooping.. The employee frequently lifts light and heavy objects, climbs ladders, and uses tools or equipment requiring a high degree of dexterity. WORK ENVIRONMENT: The work is typically performed outdoors. The employee is exposed to dust, dirt, grease, blood, urine, feces, contagious or infectious diseases and occasional cold or inclement weather.. The work requires the use of protective devices such as masks, goggles, or gloves. SUPERVISORY AND MANAGEMENT RESPONSffiILITY: None Animal Care Technician, Animal Services Page .3 MINIM[.1M QUALIFICATIONS: o Ability to read, write and perform mathematical calculations at a level commonly associated with the completion of high school or equivalent. o Sufficient experience to understand the basic principles relevant to the major duties of this position, usually associated with the completion of an apprenticeship/internship or having had a similar position for six months to one year providing care for animals. o Possession of or ability to readily obtain a valid driver's license issued by the State of North Carolina for the type of vehicle or equipment operated, 9 TOB TITLE: Health Care Technician AS/8 70B SUMMARY: This position assists with providing health care to animals. MA.TOR DUTIES: o Examines and vaccinates animals at intake and records health status and potential health problems, o Reviews health status of animals daily. o Obtains and implements veterinazy advice on treatment of animals when needed.. o Monitors disease management program and ensures compliance with standard operating procedures. o Administers medication to animals., o Explains treatment options to owners when animals are adopted. o Participates in euthanasia program.. o Participates in adoption counseling, o Assists with the Emergency Animal Rescue Service (EARS) program. o Monitors and orders all medical supplies. o Provides guidance and direction to Animal Care Technicians.. o Provides information and addresses any questions or concerns from citizens, potential animal owners, volunteers and other staff.. o Performs other related duties as assigned. KNOWLEDGE REQUIRED BY THE POSITION: o Knowledge of disease management/recognition and general animal care.. o Knowledge and ability to perform laboratory tests (i.e. heartworm, feline leukemia, fi;cals, etc.). o Knowledge of vaccinations required and proper techniques. o Knowledge of animal shelter policies and procedures.. to Health Care Technician, Animal Services Page 2 o Ability to obtain certification as rabies vaccinator. o Ability to identify and treat intestinal parasites. o Ability to keep accurate records. o Ability to perform basic math sltills. o Skill in oral and written communication. SUPERVISORY CONTROLS: The Shelter Operations Manager assigns work in terms of somewhat general instructions. The supervisor spot-checks work in progress and upon completion for accuracy, compliance with instructions and procedures, and the nature and propriety of the final results. GUIDELINES: Guidelines include federal and state laws and regulations, local animal control and health ordinances, and department policies and procedures. These guidelines are generally clear and specific, but may require some interpretation in application, COMPLEXITY: The work consists of providing health care to animals. Providing health care to a vast number of animals with specific individual needs contributes to the complexity of the work.. SCOPE AND EFFECT: The purpose of this position is to provide health care to animals. Successful performance in this position ensures that animals will remain healthy which increases their chances of being adopted and removed from the shelter. PERSONAL CONTACTS: Contacts are typically with veterinarians, medical supply customer service representatives, members of rescue organizations, animal control officers, co-workers and the general public.. PURPOSE OF CONTACTS: Contacts are typically to give and exchange information, provide services and resolve problems. PHYSICAL DEMANDS: The work is typically performed while sitting, standing or stooping. The employee occasionally lifts light and heavy objects and uses equipment requiring a high degree of dexterity, WORK ENVIRONMENT: The work is typically performed outdoors. The employee is exposed to dust, dirt, grease, contagious oi° infectious diseases, or irritating chemicals. The work requires use of protective devices such as gloves. 11 Health Care Technician, Animal Services Page 3 SUPERVISORY AND MANAGEMENT RESPONSIBILITY: None MINIMUM QUALIFICATIONS: Ability to read, write and perfor°m mathematical calculations at a level commonly associated with the completion of high school or equivalent. o Sufficient experience to understand the basic principles relevant to the major duties of Che position, usually associated with the completion of an apprenticeship/internship or having had a similar position in animal care for one to two years. o Possession of or ability Co readily obtain a valid driver's licenserssued by the State of North Carolina for the type of vehicle or equipment operated. 12 JOB TITLE: Shelter Director AS/2 JOB SLINIMARY: This position is responsible for managing the operations of the animal shelter.. MAJOR DEITIES: o Oversees the day-to-day operations of the shelter. o Develops recommended policies and procedures and ensures that adopted policies and procedures are adhered to in daily work performance.. o Monitors and evaluates expenses; reviews and maintains activity statements, o Oversees facility maintenance. o Initiates contacts, maintains relationships and responds to inquiries from the media. o Prepares press releases and public service announcements. o Makes presentations at meetings and on television, o Hires, trains and supervises employees; counsels, disciplines and evaluates employees. o Performs other related duties as assigned. KNOWLEDGE REQI.JIRED BY THE POSITION: o Knowledge of the principles and practices of animal care and animal health. o Knowledge of state and county requirements and guidelines governing animal shelters. o Knowledge of county ordinances, including personnel and budgeting procedures. o Knowledge of department policies and procedures. o Knowledge of basic accounting and bookkeeping, o Skill in decision making and problem solving, o Skill in gathering and analyzing complex data. o Skill in developing short and long range plans. 1:? Shelter Director, Animal Services Page 2 o Skill in supervision. o Skill in public and interpersonal relations o Sldll in oral and written communication SUPERVISORY CONTROLS: The Animal Services Director assigns work in terms of overall goals and objectives. Completed work is spot-checked for compliance with procedures, accuracy, and the nature and propriety of the final results. GUIDELINES: Guidelines include federal and state laws and regulations, local animal control and health ordinances, and department policies, procedures and manuals.. These guidelines require,judgment, selection and interpretation in application. COMPLEXITY: The work consists of varied administrative and supervisory duties. The emotional issues that occur when animals expire and the difficulty of explaining the need for euthanasia contributes to the complexity of the work. SCOPE AND EFFECT: The purpose of this position is to manage the day-to-day operations of the animal shelter. Successful performance in this position ensures that animals are adopted and removed from the shelter. PERSONAL CONTACTS: Contacts are typically with shelter managers from other agencies, other county employees, coworkers, and the general public. PURPOSE OF CONTACTS: Contacts are typically to give and exchange information, provide services, resolve problems, motive persons and settle matters. PHYSICAL DEMANDS: The work is typically performed while sitting, standing, or stooping. WORK ENVIRONMENT: The work is typically performed in an office where the employee may be exposed to noise, SUPERVISORY AND MANAGEMENT RESPONSIBILITY: This position has direct supervision over Shelter Operations Manager (1), Shelter Program Coordinator (I), Administrative Assistant II (1), and Accounting Technician I (1). MINIMUM QUALIFICATIONS: o Knowledge and level of competency commonly associated with the completion of baccalaureate degree in a course of study related to the occupational field, 14 Shelter Director, Animal Services Page 3 o Experience sufficient to thoroughly understand the objectives and functions of the department and the work of subordinate positions to be able to answer questions and resolve problems, usually associated with one to three years administrative experience that includes the care of animals. o Possession of or ability to readily obtain a valid driver' s license issued by the State of North Carolina for the type of vehicle or equipment operated, 15 JOB TITLE: Shelter Operations Manager AS/:3 JOB SUMMARY: This position is responsible for overseeing the health care and general conditions of all shelter animals, including cleaning, feeding and medications.. MAJOR DUTIES: o Coordinates and participates in Che euthanasia program. o Oversees the ordering of supplies and the security of controlled substances. o Ensures that kennel and cattery policies and procedures and disease management protocols are followed.. o Oversees health examinations, spay/neuter program and emergencies, o Oversees the Emergency Animal Rescue Service (EARS) program, o Records and secures all controlled substances, o Selects animals for offsite adoption stations and pet of the week photographs, o Coordinates transportation of animals to spay/neuter clinic, off site adoption stations and other locations. o Reviews adoption applications.. o Supervises animal care staff in cleaning, feeding and medicating procedures. o Oversees general maintenance of the shelter. o Contacts Public Works to report repairs needed, o Trains, supervises, schedules and evaluates employees.. o Performs other related duties as assigned. KNOWLEDGE REQUIRED BY THE POSITION: o Knowledge of animal care, animal handling and animal health. o Knowledge of disease symptomatology and medical procedures. o Knowledge of cleaning techniques, sterilization procedures and basic sanitation rules. 16 Shelter Operations Manager, Animal Services Page 3 o Knowledge of animal restraint, animal temperament and behavior modification. o Knowledge of shelter's standard operating policies and procedures. o Knowledge of rules and regulations regarding adoptions. o Skill in operating a computer. o Skill in training and supervision. o Skill in public and interpersonal relations. o Skill in oral and written communication. SUPERVISORY CONTROLS: The Shelter Director assigns work in terms of very general instructions. Completed work is spot-checked for accuracy, compliance with procedures, and the nature and propriety of the final results, GUIDELINES: Guidelines include federal and state laws and regulations, local animal control and health ordinances, and department policies, procedures and manuals.. These guidelines are generally clear and specific, but may require some interpretation in application. COMPLEXITY: The work consists of overseeing the health care and general conditions of the animals in the shelter. Handling a variety of new crisis situations on an ongoing basis contributes to the complexity of the work. SCOPE AND EFFECT: The purpose of this position is to ensure that shelter animals receives the best qualify of care. Successful performance helps ensure that animals remain healthy which increases their chances of being adopted and removed from the shelter. PERSONAL CONTACTS: Contacts are typically with local veterinarians, medical supply customer service representatives, drug company representatives, members of rescue organizations, animal control officers, coworkers, and the general public. PURPOSE OF CONTACTS: Contacts are typically to give or' exchange information, resolve problems and provide services. PHYSICAL DEMANDS: The work is typically performed while sitting, standing, walking, bending, crouching, or stooping. The employee frequently lifts light and heavy objects; uses tools or equipment requiring a high degree of dexterity; and distinguishes between shades of color. 17 Shelter Operations Manager, Animal Services Page 3 WORK ENVIRONMENT: The work is typically performed in an office and occasionally outdoors where the employee may be exposed to noise, dust, dirt, contagious or infectious diseases or irritating chemicals, and inclement weather. Worlc requires the use of protective devices such as masks, goggles or gloves. SUPERVISORY AND MANAGEMENT RESPONSIBILITY: This position has direct supervision over Health Care Technician (2) and Animal Care Technician (9). MINIMUM QUALIFICATIONS o Knowledge and level of competency commonly associated with completion of specialized training in the field of work, in addition to basic skills typically associated with a high school education. Experience sufficient to thoroughly understand the work of subordinate positions to be able to answer questions and resolve problems, usually associated with one to three years animal shelter experience or service. o Possession of or ability to readily obtain a valid driver's license issued by the State of North Carolina for the type of vehicle or equipment operated.. 18 JOB TITLE: Shelter Program Coordinator AS/4 JOB SUMMARY: This position is responsible for coordinating the volunteer programs, adoptions and foster care at the animal shelter. MAJOR DUTIES: o Oversees the recruiting, training and supervising of volunteers,. o Maintains and updates volunteer manual. o Develops, presents and evaluates educational programs. o Maintains and updates website daily. o Provides articles and pictures to local newspapers (i.e.. Pet of the Week). o Prepares press releases. o Oversees the adoption program, including adoption counseling and training, o Oversees animals that are in foster care and determines when animal is ready for adoption, o Coordinates special events to encourage volunteerism and adoptions. o Provides information to customers and responds to inquiries and complaints,. o Performs other related duties as assigned KNOWLEDGE REQUIRED BY THE POSITION: o Knowledge of department's standard operating policies and procedures governing volunteers. o Ability to plan and coordinate special events to attracC volunteers o Ability to encourage community involvement through partnership programs with schools, civic groups, local businesses and animal welfare organizations, o Knowledge of rules and regulations regarding adoptions. o Skill in operating general office equipment, including a computer, camera, facsimile machine, calculator, copier, printer and audiovisual equipment. 19 Shelter Program Coordinator, Animal Services Page 2 o Sldll in training and supervision.. o Skill in public and interpersonal relations. o Sldll in oral and written communication,. SUPERVISORY CONTROLS: The Shelter Director assigns work in terms of general instructions. The supervisor spot-checks completed work for compliance with instructions and procedures, accuracy, and the nature and priority of the final results. GUIDELINES: Guidelines include federal and state laws and regulations, local animal control and health ordinances, and department policies, procedures and manuals. These guidelines are generally clear and specific, but may require some interpretation in application. COMPLEXITY: The work consists of administrative duties in recruiting and coordinating volunteers at the shelter.. The lack of time to complete assignments and the sporatic and/or miscommunication with volunteers and the general public contributes to the complexity of the work. SCOPE AND EFFECT: The purpose of this position is to recruit, train and supervise volunteers at the shelter. Successful performance in this position ensures that animals remain cared for and healthy which increases their chances of being adopted and removed from the shelter. PERSONAL CONTACTS: Contacts are typically with school representatives, agency representatives, local business representatives, civic group representatives, media representatives, animal welfare agency representatives, coworkers and the general public. PURPOSE OF CONTACTS: Contacts are typically to give or exchange information, resolve problems, provide services, and motivate or influence people. PHYSICAL DEMANDS: The work is typically performed while sitting, standing or stooping. The employee occasionally lifts light objects and distinguishes between shades of color. WORK ENVIRONMENT: The work is typically performed in an office that is often noisy. The employee is exposed to contagious or infectious diseases, or imitating chemicals. SUPERVISORY AND MANAGEMENT RESPONSIBILITY: None zo Shelter Program Coordinator, Animal Services Page 3 MINIMUM QUALIFICATIONS: o Knowledge and level of competency commonly associated with completion of specialized training in the field of work, in addition to basic skills typically associated with a high school education. o Experience sufficient to thoroughly understand the work of subordinate positions to be able to answer questions and resolve problems, usually associated with one to two years experience or service in volunteer recruitment and coordination. o Possession of or ability to readily obtain a valid driver's license issued by the State of North Carolina for the type of vehicle or equipment operated.