WASHOE COUNTY

Dedicated To Excellence in Public Service

www.co.washoe.nv.us

CM/ACM_____ Finance_____

STAFF REPORT
DA_____

BOARD MEETING DATE: August 14, 2012

Risk Mgt._____

HR_____ Other_____

DATE:
TO: FROM:

July 18, 2012

Board of County Commissioners Alison A. Gordon, Internal Auditor 328-3651, agordon@washoecounty.us Acknowledge Receipt of the Washoe County Regional Animal Services Audit Report from the Internal Audit Division (All Commission Districts)

THROUGH: Katy Simon, County Manager SUBJECT:

SUMMARY At the request of the Washoe County Sheriffs Office, during the meeting held on February 1, 2012 the County Audit Committee approved a revision to the planned 2012 audit schedule authorizing a performance audit of the Countys Regional Animal Services. The Sheriffs Office requested this audit because the responsibility for Regional Animal Services had been moved from Public Works to the Sheriffs Office in January 2012. The audit involved assessing current practices, including existing internal controls and cash handling, and identifying opportunities to improve the efficiency and effectiveness of Regional Animal Services. Regional Animal Services has best practices in place. For example, staff strives to fulfill the department mission of A Team Dedicated to Public Safety and Animal Protection. Staff is also proactive in researching better ways to enhance the lives of homeless animals. Additionally, when helping citizens with their animals, staff focuses on problem solving, not just compliance with County Code. This was observed throughout the audit. Each of the observations identified below was occurring prior to the change in management of Regional Animal Services to the Sheriffs Office and was identified at the time of the audit. However, for each opportunity for improvement the Sheriffs Office is either in the process of or has reported it has implemented the resulting recommendations. The results of our review indicated the County Regional Animal Services program can be enhanced. For example:

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WASHOE COUNTY
Dedicated To Excellence in Public Service
www.co.washoe.nv.us

Internal controls can be improved by implementing adequate separation of duties over cash receipts, mail opening, and purchasing; safeguarding cash receipts and records; and properly accounting for equipment inventory including additions and deletions. In addition, access to chemicals and pharmaceuticals should be secured and written policies and procedures should be developed. County Code Chapter 55 pertaining to animal services can be enhanced in several ways. For example, annual inspections and fees for dangerous dog facility inspections could be required; micro chipping and a one time fee could be required for companion cats, and County Code could be revised to include all animal congested areas within the County. In addition, the County should comply with Nevada Revised Statute 574.353, which was effective October 2011and required an ordinance to be in place with requirements for commercial dog breeders within the County. Dog licensing compliance should be increased in the County. Currently it is estimated there is only about a 28 percent compliance rate. Increasing compliance could be achieved by working with local veterinarians and promoting the benefits of dog licensing to the community. Additionally, a survey of 36 local governments was performed for best practices and management should consider increasing licensing fees as well as offering a three year license for dogs receiving three year rabies vaccinations. Regional Animal Services should bill the Nevada Humane Society (NHS) for its agreed upon share of monthly operating costs timely as well as require the NHS to pay these bills timely once issued. For example, during FY2012, Regional Animal Services billings to the NHS have been in arrears between one and six months after the lease month. For this same time period, NHS has paid between three and 10 months after being billed with February through May 2012 being paid in July 2012. Moreover, NHS has never been assessed a late penalty even though this was agreed to in the lease agreement. Regional Animal Services should analyze and consider implementing a spay/neuter program. Currently, there is no spay/neuter program in place. However such a program could help reduce the number of homeless animals in the County and assist low income households with the costs for spaying/neutering their pets. Opportunities to fund such a program exist through grants, a portion of the spay/neuter license plate fees received and donations. Regional Animal Services should develop and promote a volunteer program to assist with certain administrative and kennel tasks. Currently, a limited volunteer program is in place with only two volunteers that logged 95% of the 685 volunteer hours during FY2012. Recruitment is almost non-existent. As part of implementing a volunteer program a standardized written volunteer training program needs to be developed. Various kennel and field service practices can be improved in several ways. For example, training on animal handling would benefit kennel staff. Also, field staff should be required to scan all dogs picked up as strays for a microchip which saves time and costs for both the animal owner and Regional Animal Services; and management should consider implementing a policy that would allow stray animal calls to be cancelled if over an hour old. This would save staff time driving to and unsuccessfully searching for the stray animal an hour later and allow field staff to focus on the more recent calls.

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WASHOE COUNTY
Dedicated To Excellence in Public Service
www.co.washoe.nv.us

Certain administrative practices can be enhanced to improve the services provided to Washoe County citizens. First, management should consider adjusting its shelter weekday schedule by closing at 5:30 or 6PM. This would provide citizens working an 8AM to 5PM workday an opportunity to come to the shelter to pick up their animal if it was brought into the shelter during the day. Second, the stray animal hold log needs to be kept up to day to assist citizens in locating their animals. Third, the Regional Animal Services website needs re-work to make it more user friendly for citizens searching for their lost pets. An implementation plan establishing responsibilities and timelines will be developed with County management and department staff. This plan will then be reviewed with the Audit Committee and updated at each of their meetings. Implementation of recommendations having fiscal impact will be brought to the Board of County Commissioners for approval. County Priority/Goal supported by this item: Government Efficiency and Financial Stability PREVIOUS ACTION No previous action has been taken on this Board item. BACKGROUND In 2002 the voters of Washoe County passed a referendum that funded the construction of a new facility and animal services operations. This facility opened in February 2006. As part of that referendum, the animal service departments of the cities of Reno and Sparks were consolidated with Washoe County into a county operated regional program. Also, the County entered into a formal partnership with the Nevada Humane Society (NHS) via a Professional Services Agreement (PSA). In the partnership with NHS, Regional Animal Services focuses on public safety as well as animal welfare. NHS accepts Washoe County owner-surrendered pets and animals abandoned at the County facility and works to find new homes for them. Since 2007 the regional animal services facility has taken in about 30,200 dogs and 21,700 cats. Of these, about 17,000 dogs and 1,450 cats were returned to their owners. Additionally, about 10,900 dogs and 16,500 cats were transferred to NHS and other rescue organizations within the community. SCOPE AND METHODOLOGY The scope of the audit included evaluating the practices used Regional Animal Services for efficiency and effectiveness. It included assessing internal controls and practices over cash receipts, purchasing, inventory, and safeguarding chemicals and animal pharmaceuticals. It also included reviewing compliance with County policies, applicable NRS, and the Professional Services Agreement entered into with NHS; workplace safety; field officer safety; and program improvement. In addition, follow-up was performed on the recommendations made in the American Humane Association shelter assessment report dated June 2009. This audit was conducted in accordance with Generally Accepted Government Auditing Standards and covered the period of July 2011 to June 2012. Fieldwork was conducted between February and July 2012. FISCAL IMPACT

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WASHOE COUNTY
Dedicated To Excellence in Public Service
www.co.washoe.nv.us

This report has no fiscal impact. However, implementation of some recommendations may have fiscal impact. RECOMMENDATION It is recommended the Board of County Commissioners acknowledge receipt of this audit report of Washoe Countys Regional Animal Services. POSSIBLE MOTION Should the Board of County Commissioners acknowledge receipt of this audit report, a possible motion would be: Move to acknowledge receipt of the Washoe County Regional Animal Services Audit Report from the Internal Audit Division. ag Attachment

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