| AREA | SHORT MEDIUM LONG TERM |
TITLE | DESCRIPTION | STATUS | NOTES |
| Uniforms | Short | Uniforms – Staff | Name Tags and Uniforms for Staff | Completed | All current staff have received County ID badges & uniforms. |
| Uniforms | Short | Uniforms – Volunteers | T-Shirts for Volunteers to wear while Volunteering | Completed | Volunteers will receive (1) T-shirt upon completion of Volunteer training. |
| Facilities – Interior | Short | Food Room Shelving | Replace shelving in Food Room | Completed | Complete. |
| Facilities – Interior | Short | Fresh Paint | Fresh Paint for hallway, door frames, doors, Triage & Food Room & Vet Office | Completed | Complete. |
| Technology | Short | Chameleon | Chameleon is being underutilized | In Process | See “Chameleon Software – Refresh”. |
| Technology | Short | Chameleon Software – Refresh | Need to have Chameleon come onsite for five (5) days to help us refresh software, ensure we are utilizing full functionality of the various modules, create new workflows and training, and create/update reports. | In Process | Funding approved. In discussion with Chameleon to ascertain potential dates. |
| Technology | Short | Chameleon Software – Assilomar Report | Update and ensure all information in Assilomar report is accurate | In Process | *Need Pet Evaluation Matrix/Euthanasia policy adopted. *May be part of Chameleon onsite assistance/Chameleon Software – Refresh. |
| Technology | Short | Chameleon Software – Pet Gallery | Create an online Pet Gallery to better showcase animals available for adoption on website as well as in Shelter (via a large screen TV) | In Process | *In discussion with Chameleon on options to create Pet Gallery. *May be part of Chameleon onsite assistance/Chameleon Software – Refresh. |
| Technology | Short | Chameleon Training | Staff needs better training on Chameleon | In Process | See “Chameleon Software – Refresh”. |
| Technology | Short | Scanners | Need to order scanners for Coordinators to scan paperwork into Chameleon | In Process | Working with Chameleon to ensure scanners bought will be able to utilize new Chameleon functionality coming in March 2017 software upgrade. |
| Technology | Short | Web Cams | Need to order web cams for Front Office to allow them to take intake pictures. | In Process | Web cams are being ordered. |
| Staffing – Volunteers | Short | Assigned duties for Volunteers | *Greeter *Dog Walker *Adoption Counselor *Office Assistant |
In Process | See “Volunteer Handbook” |
| Staffing | Short | Job Duties & Responsibilities | Need to create formal Job Duties & Responsibilities. | In Process | See “Standard Operating Procedures (SOP) Manual”. |
| Staffing | Short | Lack of Available Veterinarian Services | Lack of Available Veterinarian Services | In Process | As of new fiscal year we now have three (3) full time Vets, though one (1) Vet is currently on leave. Upon her return, we will be better able to expand access to Vets. |
| Staffing | Short | New – Position: Addition of one (1) Clinic Tech | Hire additional Clinic Tech | In Process | Position approved to start 11/5/16. Working with HR to post position. |
| Staffing | Short | New – Position: Addition of one (1) Kennel Tech | Hire additional Kennel Tech | TBD | Position deferred. |
| Staffing | Short | New – Position: Addition of two (2) Vet Techs | Hire two additional Vet Techs | In Process | Positions approved to start 11/5/16. Working with HR to post positions. |
| Staffing | Short | New – Position: Onsite Maintenance | Hire on-site Maintenance Manager | In Process | Position approved to start 11/5/16. Position posted. |
| Staffing | Short | New Shelter Director | Hiring of new Shelter Director to replace Dr. Hayden | In Process | *October 15 was the cutoff date for applications *HR has received 56 resumes – 10 possible applications *The review of all applications will be completed by Oct 21 *Review and interview the 10 candidates – Completion November 11 *Narrow top 10 to top 5 *Top 3 applicants presented to Commissioners *Mid December before we have a Director on Board *All dates are not set in stone – based upon scheduling of interviews |
| Staffing | Short | Shelter Operation | Increase Staff knowledge of all Shelter Operations | In Process | See “Standard Operating Procedures (SOP) Manual”. |
| Staffing | Short | Staff Accountability | Hold employees accountable | In Process | See “Standard Operating Procedures (SOP) Manual”. |
| Staffing | Short | Staff Training | Establish mandatory training procedures | In Process | See “Standard Operating Procedures (SOP) Manual”. |
| Staffing | Short | Weekend Staffing | Staff appropriately on weekends | In Process | With additional Vets, Vet Techs (to be hired) and Office Clerk we will be better staffed for weekends. We will also be filling two (2) part-time Office Clerks positions. |
| Policies & Procedures | Short | Adoptions – Offsite | Increase offsite adoption opportunities | In Process | Actively looking for additional off-site adoption opportunities. In discussion with Commissioner Noack to utilize South Montgomery Community Center for offsite adoption events. |
| Policies & Procedures | Short | Better move animals from Stray Hold Rooms to Adoption Rooms | Better move animals from Stray Hold Rooms to Adoption Rooms | In Process | Need to have all involved constantly focus on getting animals out of Yellow and Green so we can move Animals more quickly out of Pink, Lavender and Blue. |
| Policies & Procedures | Short | Euthanasia Policy | Formalize a Euthanasia Policy to be adopted by the Court | In Process | A Pet Evaluation Matrix (PEM) has been finalized to ensure proper coding of euthanasia following the Asilomar Accords. This will be incorporated into a formal euthanasia policy. 120 days for a maximum stay will also be incorporated in a formal euthanasia policy. Formal policy will be drafted once a new Director is on board. |
| Policies & Procedures | Short | Intake Triage | Triage all animals at intake | In Process | One of the newly approved Vet Tech positions will be for Intake. |
| Policies & Procedures | Short | Locked Doors | Locked Doors for Some Rooms | In Process | This policy will remain in effect for Lavender, Pink & Quarantine. Reviewing opening Blue room without escort. |
| Policies & Procedures | Short | Too Few Animal Pleas | Too Few Animal Pleas | In Process | Will copy Commissioners, who have requested to be copied, on pleas so they can also share them on social media. |
| Policies & Procedures | Short | Veterinary Access | Increase hours/access to Vets | In Process | See “Lack of Available Veterinarian Services”. |
| Policies & Procedures | Short | Volunteer Handbook | Create a Volunteer Handbook | In Process | The Handbook has been created and reviewed by the County Attorney. Proposed revisions have been accepted and questions answered. Sent back to County Attorney for second review. |
| Policies & Procedures | Short | Written Vision, Mission and Value Statements | Need written Vision, Mission and Value Statements | In Process | Mission Statement previously written. Will write draft Vision and Value Statements. All three (3) statements will be in draft form until a new Director is on board and has had a chance to review. |
| Other | Short | Answering Phones | Need to improve the ability to answer phones | In Process | Had IT reconfigure Coordinator phones to also handle Front Counter line. Once outside storage is complete, we will convert the two (2) storage closets into min-offices with phones for Staff/Volunteers to be able to answer phones. |
| Other | Short | Eye Wash Station | Need to install an eye wash station | In Process | In discussion with Risk Management to purchase and install an eye wash station. Funding will come from Risk Management. |
| Other | Short | PPE for Kennel Techs | Employees should not be using their own boots | In Process | Risk Management has requested that Kennel Techs be issued proper boots paid for by the County instead of bringing their own boots. Approved, funding to come from Risk Management. |
| Other | Short | Spay/Neuter Adopted Animals | No adopted animal should leave the Shelter before it is spayed or neutered | In Process | As of November 1st, no adopted animal leaves the Shelter without first being spayed/neutered. |
| Facilities – Outside | Short | Change Dog Park to Runs | Need to better utilize dog park area | In Process | Received quote for outside dog park fencing. Quote approved. PO Release created. Working with Vendor to schedule. |
| Facilities – Outside | Short | Front Parking – Exit | Create an exit from front parking lot | In Process | Curb has been removed. Area has been graded and cemented. Lot will be striped with one way arrows. |
| Facilities – Outside | Short | New AC Units | Installation of new AC Units | In Process | Need updates from Maintenance |
| Facilities – Outside | Short | Outback Kennel Drain | Outback Kennel needs to drain into treatment area | In Process | Quote has been received and fully approved. Requisition created. Waiting on Vendor to schedule. |
| Facilities – Outside | Short | Outside Storage Shed | Need an outside storage space to free up two (2) closets to convert to additional office spaces with phones | In Process | Shed quote received and approved. Requisition created. Waiting on Vendor to schedule. |
| Facilities – Outside | Short | Signage – Highway | Need an early turn sign on Highway | In Process | Have discussed with TX DOT. Commissioner Clark to follow up. |
| Facilities – Outside | Short | Signage – Entrance | Replace old sign with updated “highway”-type sign | In Process | Have discussed with TX DOT. Commissioner Clark to follow up. |
| Facilities – Interior | Short | Clinic Sink | Need a sink in Clinic | In Process | *Asked vendor for quote *Working with Maintenance on installation options |
| Facilities – Interior | Short | New Triage Room | A Triage Room is needed so emergency animals can be treated with going through Lobby and having to utilize Surgery Space | In Process | *The Room has been set aside and repainted. *Medical Triage equipment has been purchased and is arriving. *Looking into option for cabinets *Working with IT on additional cable wiring |
| Facilities – Interior | Short | New Vet office | Vets need their own office | In Process | *The Room has been set aside and repainted. *Temporary furniture has been acquired. Looking at permanent furniture solutions *Working with IT on additional cable wiring |
| Facilities – Interior | Short | Signage – Indoors | Replacement of all indoor signs | In Process | Working with Precinct 4 to have new signs created and installed. |
| Facilities – Interior | Short | Surgical Lights | Need working surgical lights | In Process | *Lights have been purchased & delivered *Floor light is already being used in Surgery Room *Working with Maintenance to schedule the install of wall mounted lights |
| Technology | Short | Kennel Cards | Improve Kennel Cards | TBD | TBD |
| Technology | Short | Walkie Talkies | Intercom system for paging employees is inadequate. Need Walkie Talkie system | TBD | Researching options |
| Staffing – Volunteers | Short | Background Checks | Run background checks on all Volunteers | TBD | Will discuss with County Attorney’s Office and HR. |
| Staffing | Short | Communication | Increase Communications between Staff & Community | TBD | TBD |
| Policies & Procedures | Short | Adoption Process | Inefficient adoption process | TBD | Looking into ways to make the adoption process more efficient. |
| Policies & Procedures | Short | Revisit Intake Procedures | Revisit Intake Procedures | TBD | See “Intake Triage”. |
| Policies & Procedures | Short | Too Many Animals Per Kennel | Too Many Animals Per Kennel | TBD | Need to have all involved constantly focus on getting animals out of Shelter. |
| Other | Short | Non-Profit Foundation | Create a non-profit foundation | TBD | We need to create a non-profit organization that is in formal partnership with the County to better secure outside funding to help decrease the Animal Shelter’s demand on the General Fund. |
| Facilities – Interior | Short | Breakroom Window | Employees need privacy in breakroom. Need to tint window or purchase blinds | TBD | Need to research options |
| Policies & Procedures | Med | Standard Operating Procedures (SOP) Manual | Draft a full and SOP Manual | In Process | Need to draft a full and complete SOP Manual. Will remain in draft form until a new Director is hired. |
| Other | Med | Spay/Neuter Clinic | Look into the feasibility of acquiring a mobile Spay/Neuter Clinic and/or a fixed location Spay/Neuter Clinic in Precinct 4. | In Process | Commissioner Clark to proceed with a fixed location Spay/Neuter Clinic in Precinct 4. Commissioner Riley is looking into the feasibility of acquiring a mobile Spay/Neuter Clinic. Will also look into utilizing a van to pick up animals from Precincts 1, 2 & 3 to shuttle to and from the Precinct 4 Clinic. |
| Facilities – Interior | Med | Ceiling Tiles | Replace ceiling tiles | In Process | * Extremely bad ceiling tiles have been replaced *Other tiles replaced pending Completion of new AC |
| Facilities – Interior | Med | Hallway Floor | Repaint/Re-floor Hallway | In Process | Received quote to re-floor hallway. Need funding approved. Timing of installation will need to be addressed |
| Staffing | Med | Staff Advancement | Create opportunities for advancement and plan to achieve | TBD | Will discuss with HR on creating an advancement plan. |
| Facilities – Interior | Med | Front Lobby/Office Redesign | Redesign Front Office, Lobby and Animal Control | TBD | *Replace tiles in lobby with new flooring *Remodel Front area for better office space, workflow and training |
| Facilities – Interior | Med | Workspace | Better workspace | TBD | See “Front Lobby/Office Redesign” and “New Vet Office” |
| Facilities – Outside | Long | Additional Parking | Need to acquire additional land for more parking | TBD | Look into acquiring land to the west of the Shelter |
| Facilities – Outside | Long | Fix Flooding Issues | Fix Flooding Front & West Side | TBD | Cannot be adequately addressed until AC installation is complete |
| Facilities – Outside | Long | Receiving/ACO Drive Around | Create a drive around behind the Laundry Room and around west side | TBD | We would need to have treatment plant for Laundry Room moved as well shorten on of the dog parks. Any timing would be contingent on the AC being completed and that are being free to be re-drained, re-graded and paved. |
| Facilities – Interior | Long | Modernized Kennels | Replace non-guillotine kennels | TBD | Looking at quotes for Yellow, Green and Blue. Existing kennels would be moved to Lavender and Pink. |
| Facilities – Interior | Long | Radiology Room | Look into having a Radiology Room onsite | TBD | Long term desire to be reviewed at a later date. |
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