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HomeMy WebLinkAbout02-03-15 AWC Meeting MinutesFebruary 3`d, 2015 5:30 p.m. Committee member Attendance: Betsy Culp, Barbara Level, Ernest Galoslaw, Emily Public attendance: Matt Harmon, Abeeny Elamean, Clinton Marks, Sue Kesel, 1 other Eugene calls meeting to order, says Emily prepared notes from the last meeting. Matt Harmon asks if there are minutes in Betsy's email. Betsy Culp is looking through emails from Emily and finds the minutes. Matt Harmon says the minutes are not obligatory of the meeting. Betsy and Eugene review minutes on their phones. Eugene asks if there are any objections to the minutes. No objections. Minutes accepted by the President. On the agenda for the night, I guess we are limited. Matt: Right now we are going through an individual, BC, to establish a formal strategy for SBACC. Came across her at... *Meeting is interrupted by a knock at the door. 3 public entities enter* Matt explains to them that meetings are recorded, invites the public to sit at the table and asks them to tell their name and address. They are as follows: Abeeny Elamean 25693 Sherwood CT, south bend (invited by matt). Wants to complete a program at Purdue /Sigma. Clinton Marks: Met Matt and began working out a plan for needs at the shelter. Clinton enjoyed the facility tour and is excited to work on strategic planning. One of the things that came out of their meeting was looking at deliverables including balance sheets program overviews shelter history and background, attending commission meeting, focus on ordinance and competing shelters, dealing with the City and staff organization. 3 -5 year improvement strategic plan including city non - profit, code enforcement, increase capacity, reduce waste, increase funding, create mission statement. Abeeny: So some of the issues that we talked about at our meeting were that Mr. Harmon would like to increase adoption. Excited to help agency and increase marketing and education. Internally and externally happy to make shift in the culture, defining it. Some of the things we thought we would work on, as part of the meeting and obviously this is something we need mini stake holders to take ideas to help us stretch and focus. KPI'S (key performance indicators) identified: comp savings, increased fundraising initiatives and donations to the agency as it is, governmental entity as well as a non- profit entity. Also increase volunteer hours, collaborate within the community /other agencies. The licensing isn't one of their KPI'S because they'll happen anyway. But they think there's potential to increase the license awareness. KPI: data management, what are the agency obtaining and how can it impact fundraising and education. Governmental side: communicate and create savings to the public. Brief overview of 6Sigma Project. Clinton: Again, we identify 3 things: increase adoption, increase outreach (marketing & education), culture. How do we do that? By imaging and staff, updates. Core lean aspects we want to go through fishbone for brainstorming. Key thing, value stream map, showing whole process and step. Identify waste in time & space, to cut cost and build efficiency. A lot of data collection from a statistical stand point. Make a template to help move forward. This is at no cost, the organization is a class project that they selected, create the program, usually takes 3 -9 months or even to a year. Hope to complete their project quickly. Matt: Focused on the strategy. Short comings, we don't have big picture yet. Done a lot of reactive behaviors as far as management. We want to take o e of the biggest pictures of what we are going to get out of our volunteers and improve efficiencies. There's always a way to make it a better business to increase business and funding. Clinton: Gives a background of his experience in management roll in cars and custodial work. Toyota 10 years. Knowledge to help move op further. Abeeny: executive director of multicultural family center in Iowa. Had privilege of working in a non- profit. She understands the operations and struggles. University professor teaching political science business admin, economics. Lead strategic planning for cities as chair of human relations commission. Experience will get templates to push project forward quickly. Matt: We are lucky to have that. I recently had a volunteer recruiting session in the cafeteria of IUSB and Abeeny stopped in and said she thought we had a great opportunity. One of those things that we will be learning from them a lot. Excited to have them. Clinton: That was a great meeting at IUSB, on our way to the student center and saw all the non -for profits organizations there (10 -15). Went through all of them and had a connection with SBACC. Matt: They took a tour of the shelter Friday as well so I gave them my idea. There are a lot of inefficiencies, not only database, just in the way the place functions. Not mapped out. We are doing some improvements and they'll be helping us identify specific things like, if the, cats don't do well in this location we should move them or etc. Clinton: How are we tracking donations, do we know the history. You getting large donations, how does that equate to dollars. We can do better as far as where certain things are located. New equipment. Matt: Diagnostics suit set up Clinton: You want things to be in proper location so you aren't walking all over the place looking for stuff. Abeeny: At the end of the day what we are doing is mathematics. So matt can give statistics and raw numbers. I'd be happy to take questions, yeah? Comments? Eugene: How many folks are going to be working on this? Abeeny: At this point, we have 3 of the team, Matt will assign people who we will work with or we can start with just the strategic planning, whether they are 4 -8 hours we will decide later. Building the team. That's a part of why we are here, we need commissioners and staff and folks in the community hope to recruit people. Betsy: That was going to be one of my.questions will there be a certain percentage of people from the immediate area so they can continue to be involved or will they be from w. Lafayette. Abeeny: The team comes from the agency itself. Doesn't have to be a large team. You need the people that it will effect when you need a big change. We want people on the staff that are local, officers, to volunteer time. Can also do a slot analysis that people can respond to so no matter where they are then they can still be involved even if they aren't local. Clinton: Specifically from the training from my certificate program, we are the only ones coming from that perspective. We decided to do our project with you, but primarily the work will come from staff and the commission. Abeeny: We are the only team that is working with a non - profit. I noticed it was also governmental and was excited for the impact we can make. People will be excited about the strategic planning because of the resources we will build on. The team will decide if it's a 3 -5 year plan and you guys will carry it out from there. Clinton: Questions? Comments? Matt and commission thank the Project for joining the meeting. Matt: is looking into a 20 -year warranty on various maintenance issues. Discusses pouring draining water from the facility. Doesn't want a mold issue, especially in the new part of the building. Looking into bite prevention programs. Our County has the highest bite number. Doesn't reflect actual bites, just reporting. Feels that the reason they are the highest is because they are recorded well. Still wants the numbers to come down. How do hot spots coincide with crime areas in the City, impoverished area? What kinds of bites are happening? Random on the street, in house? Want to start specific reports. Setting up outreach programs and getting out into the community. Establishing education program with members who have experience, bring those into the school areas where bite numbers are high. Identify where they are needed and lessons on how to treat animals at home, what to do when you see stray animals. We are harping on this so we are anticipating that the number of bites will go up because we will be getting out into the community and people will be more diligent about reporting. Only accept bite reports from medical providers. The thermal mapping idea came from the Police Department, Todd and Matt go to the large scale meetings with different law departments, local state and federal, county -city levels, all in one day meeting held by the police department and Chief Teachman and we can set up the hot spots. A lot of the time we are on homicide scenes picking up dogs, directly in harm's way. So the thermal mapping is nice to point out difficult areas to make officers aware. We are also going to be doing training with police for situational awareness. We are getting bullet proof vest for our officers and official gear, streamlining to be aware and noticed. Questions, thoughts? Betsy: We were going to compile a list of backyard breeders. Matt: Becky is working on that and we will be turning it over to Jen Global, she is a detective with the city, a humane investigator. We are meeting at least once a week to work out a master plan of how to work out what ways we can work together. Ernest: Open up the floor to anyone with questions, comments? Privilege of the floor: Sue Kesel- Kennedy Dr. South Bend- Runs a missing dog page on Facebook. Realizations that she could help as a citizen. She is tired of tracking missing dogs, wants to get the problem at the beginning so the dogs can go home. Connected with Matt to get a grant so could get involved with what she calls Chip & Tag. If dogs are tagged, ACC doesn't have to be bothered. Wants to raise awareness about chip & tag. Wants to take burden off shelter of so many random animals coming in. Highest post had 47,000 views, working on working and hashtags, using logos on adoption photos to show branding. Matt: We don't have anyone actively trying to prevent animals from coming in. Barbara: A lot of people complain about having to tag dogs. Have to explain the benefits to people, one being, they get to come home to you! Sue: A lot of it is education, and I would like to talk about it further. I have referred comments that I am getting through my feed on Facebook. If people can't afford chips a tag with a phone number will work, people will call the number. Matt: ACC is going to do a huge micro - chipping event where we will have 300 micro -chips for people. Barbara: What if I get a dog from Pet Refuge and the chip doesn't come in. Matt: The nice thing about in our system we use pet - point. If they don't register with the company, 24- hour pet watch can say yes SBC got the tag from us at this time so whatever agency can call us and we have a record. Without perfect records in can hairy. Everything that comes through is with pet - point. Betsy: A pet was registered as someone else and we couldn't treat it. It's hard to get people to spend the extra money. Do you have any idea what dogs come back in that have already been registered with the company? Matt: We are essentially registered with the company and then it can be traced and forwarded. Sue: Custody over whose dog is who over breakups. Send them to Matt. Matt: Can be resolved with a chip. We do require when a dog leaves the shelter to get micro - chipped. Everyone has to have a license, including rabies. Discussing licenses and fees, tags, discounts, microchips, renewing, etc. Matt: We are working with a company /program called excel, which has a pet licensing structure, you can enter your process into it. It's simple and easy and in the works. Sue-. Situation, someone is living here illegally, then their pet goes missing, and they've afraid to come in because they are illegal. Creates and additional problem, and issue that comes up on my page. Matt: Trying to building a structure to break down that wall. Sue: Talking about WIFI dog tags. Ernest: I guess we have covered a lot. Next meeting will be March 3 ".. Meeting adjourned.