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ACD Audit end management implement formal trainingstandards for employees and volunteers that is periodicallyrefreshed on the following topics: Disease recognition; Shelter sanitation; Animal behavior; Safe and humane animal handling; Proper use of equipment; Pet first aid; Disaster planning and responseA - ImplementedB - Under Review orDevelopmentA3132 Recommend management design and implement standardinventory control systems and practices throughout theshelter.Recommend management:A. Reinforce training on State statute requirements restrictingthe administration of rabies vaccinations to licensedveterinarians.Training standards have been developed. Recommend management implement recordkeepingsupervisory and monitoring controls, such as, supervisoryreviews and approvals, and periodic checks of electronic andpaper records for accuracy and completeness.30BComments Page 7 of 21Procedures establishing controls for data quality reviewand data entry into Chameleon (the shelter databasesystem) have been implemented, including periodicchecks. Shelter quality assurance has been permanentlyassigned to a long-term, knowledgeable staff person, isnow part of that position's core job functions, andorganizational changes have been made to allocate thenecessary time for this new responsibility. This personreports directly to the Assistant Director. The purpose ofthis new role is to effect continuous improvement ofACD's recordkeeping supervisory and monitoringcontrols.Recommendations 31, 38, 75, 76, 77, 80, 92, 93, 94, and95 all involve improvements in inventory control. Divisioninventory control has been centralized to one position the Pet Clinic Manager. That position is now developingan inventory control plan for ACD and will be responsiblefor overseeing implementation of that plan.This issue was addressed with the then Director andapplicable staff are clear on state statute requirements.

ACD Audit end management increase the number of parkingspaces at the shelter. In the interim, management shouldconsider using the boat ramp parking lot currently underconstruction adjacent to the shelter for overflow publicparking.34Recommend management phase out the use of smaller cagesfor cat housing that do not provide a minimum separation oftwo feet between food, litter and rest areas as recommendedby ASV Guidelines.353637383940Recommend management ensure that bed and beddingrestrictions for animals are adequately documented andapproved within the Chameleon systemRecommend management develop and implement formalanimal handling training during the onboarding of employeesand volunteers. Refresher training should be conducted atleast annually or when animal handling standards orprocedures are updated.Recommend management ensure adequate equipment isconsistently provided to employees and volunteers in order tosafely handle animals.Recommend management implement an inventorymanagement system to efficiently and effectively trackdonated and purchased food items.Recommend management establish rodent and pest controlpolicies and procedures.Recommend management establish food handling,preparation and distribution policies and procedures.A - ImplementedB - Under Review orDevelopmentABCommentsTo be incorporated into Master Site Plan currently underdevelopment in Construction Management. To resolve this issue, ACD has installed cat portalsconnecting 118 cages and phased out remaining smallerkennels.All kennels were equipped with bedding. In rareinstances where bedding is not allowed (because ofconcerns the pet might tear the bedding and swallowportions), notes are entered into Chameleon.ACD developed animal handling procedures and ananimal handling handbook. New staff are provided theprocedures and handbook and are shadowed by seniorkennel staff until skilled in animal handling.Every staff member is provided with a slip leash as partof their uniform. For volunteers, leashes are placed inthe volunteers’ room and replacements are available atthe front desk. Extra supplies are maintained onsite andare available through the kennel supervisors.See Response 31. Page 8 of 21ACD has contracted with third party contractors toprovide pest control on a monthly basis.Procedures established.

ACD Audit end management ensure that cleaning supplies areadequately labelled and that a consistent process isestablished to ensure that volunteers are adequately trainedon appropriate use of chemicals and cleaning procedures.43Recommend management discontinue the acceptance ofowner surrendered animals from outside Broward County oradjust fees for this service to be more commensurate withcosts.44Recommend management perform daily inventory counts [onpets] as required by ACAD’s policies and procedures andensure appropriate procedures are in place to follow-up onvariances and update Chameleon timely.454647484950Recommend management enhance current intake policiesand procedures to align with industry guidelines.Recommend management ensure ACAD’s intake proceduresare consistently followed and that animal records arecomplete and contain all required documentation.Recommend management implement procedures to ensurethat each owner requested euthanasia record is reviewed foraccuracy, adequate supporting documentation, andauthorization.Recommend management ensure that euthanasia approvalforms are retained in order to demonstrate that euthanasiaapproval procedures are followed.Recommend management ensure that euthanasia approvalforms are uploaded and attached within the animal record inChameleon.Recommend management document policies and proceduresfor the completion and approval of euthanasia forms.A - ImplementedB - Under Review orDevelopmentABComments Cleaning supplies have been labelled with theappropriate content and cleaning procedures developed.Routine inspections for proper labelling have beenimplemented. Nonresident surrender fees have been removed from theadministrative code and excepting emergency situations,ACD is not accepting the surrender of animals fromoutside Broward County. Daily counts are being performed and discrepanciesresolved.A Prevention Manager position has been created andmade responsible for intake. New intake procedureshave been completed and are being implemented.The responsibilities fall under the new PreventionManager. Further, the Division QA Officer will conductroutine reviews (see Response 30).Forms and any backup are reviewed and storedelectronically. Procedures developed to document theseefforts.Forms are being retained. Procedures completed and implemented. Page 9 of 21Procedures developed for handling of euthanasia forms.

ACD Audit iptionRecommend management enhance adoptions policies andprocedures to include:i. The post-adoption follow-up and support procedures tominimize the return of animals to the shelter.ii. Checks performed to reduce the likelihood that animals areadopted by individuals with a history of animal abuse andviolation of animal control laws.Recommend management enhance adoptions forms andquestionnaires to include inquiries on known pet allergies andthe vaccination status of each household pet.Recommend management ensure adoption applicationdocumentation is complete and adequately maintained.Recommend management ensure animals are posted on thePet Harbor Website with a photograph.Recommend management review established photographstandards and ensure that they are followed to postacceptable animal photos on its website.Recommend management enhance kennel/cage cards toinclude animals’ best attributes including temperament andrelevant medical information.Recommend management ensure that foster program policiesand procedures are formally approved by the Agency Director.A - ImplementedB - Under Review orDevelopmentA BCommentsi. ACD currently provides free minor medical care foranimals adopted up to 14 days with 2 veterinarianpartners.ii. Adoption procedures include Chameleon checks forpast issues of concern associated with potentialadopters.Existing procedures require, through use of Chameleonor other documentation, proof of rabiesvaccination/licenses for all currently owned pets. ACDwill not inquire or collect data on potential adopterfamily health issues.Procedures, to include QA/QC of paperwork, have beenupdated.ACD has implemented the new Virtual Shelter, providingpictures and enhanced information to includecommunity access to pet behavior notes.Photograph standards developed. Page 10 of 21Kennel cards have been and will continue to be revised inaccordance with Behavior Specialist recommendations.Foster program procedures have been updated andapproved.

ACD Audit end management enhance foster program policiesand procedures, considering inclusion of the followingelements: Describe requirements for qualifying as a Foster.address the issue of liability for incidents while animals are inthe care of Foster. Require home visits. Offer foster family orientations and training upon approvalof application. Explicitly encourage fosters to find forever homes for theanimals they foster. Review the "Do Not Adopt" list as the agency performschecks of potential fosters for a history of animal cruelty andanimal code violations. Procedures for monitoring compliance with clinic visits.60Recommend management ensure:A. Foster application documentation is complete andadequately maintainedB. Foster application documentation is periodically reviewedto ensure continued compliance616263Recommend management establish and maintain a formal listof animals requiring foster and track activities to improve,accountability and transparency, utilizing the functionalitywithin Chameleon.Recommend management ensure that rescue programpolicies and procedures are formally approved by the AgencyDirector.Recommend management ensure that the daily assessmentsof at-risk animals are performed as required by ACAD’spolicies.A - ImplementedB - Under Review orDevelopmentABCommentsFoster program procedures have been updated andapproved. Procedures have been updated. Animals that need foster care are entered in Chameleonand the results displayed in Pet Harbor and ACD'srecently published Virtual Shelter. ACD has enhanced itsprocess to ensure animals are consistently sent to fosterto manage population levels at the shelter and hasreflected this enhancement in its procedures.Rescue procedures have been approved. ACD commits to adhering to the applicable ACD policies. Page 11 of 21

ACD Audit iptionRecommend management ensure:A. Appropriate controls are in place to validate that eachrescue partner application is complete and meets minimumeligibility requirements prior to approval.B. Rescue partner eligibility status is reviewed at least annuallyto ensure continued compliance with minimum eligibilityrequirements.Recommend management develop and implement formalprocedures governing volunteer timekeeping practices.Recommend management ensure evidence to support manualentries and changes to volunteer hours be adequatelymaintained. In addition, manual entries and changes shouldbe periodically reviewed for accuracy and appropriateness.Recommend management ensure that appropriateprocedures are implemented and enforced to ensure allvolunteer hours and activities are entered into the Volgisticssystem.Recommend management ensure all required volunteerapplication documentation is complete, executed andretained.Recommend management document policies and proceduresrelated to pet registration, tag issuance, tag renewals,enforcement processes, and the vet partner program.Recommend management ensure appropriate procedures areimplemented to:A. Adequately reconcile vet partner registration tags timely.B. Follow up on outstanding remittances and charge interestat 1.25% monthly (fifteen percent (15%) added to the balancedue to the County and compounded monthly on the unpaidbalances.A - ImplementedB - Under Review orDevelopmentABCommentsACD agrees to adequately maintain the requireddocumentation for the rescue application files andprocedures have been developed accordingly. Volunteer procedures have been established.Volunteer procedures have been established. Volunteer procedures have been established. Established volunteer application documentationprocedures are being implemented.Policies have been documented. Page 12 of 21ACD staff has implemented the following:A. ACD receives 103 monthly vet packets which areprocessed as quickly as possible.B. Vet partners were contacted and reminded of thefollowing Contract terms: “ on outstanding remittancesand charge interest at 1.25% monthly (fifteen percent(15%) added to the balance due to the County andcompounded monthly on the unpaid balances”.

ACD Audit end management ensure appropriate procedures areimplemented to:A. Comply with County policy requiring notices to be sent toveterinarian partners with past due balances at 30, 60, and 90days after the initial invoices and refer delinquent receivablesoutstanding 120 days or more to the County Attorney's Office.B. Periodically review veterinarian partner compliance withagreements and take action to evaluate whether the Countyshould continue doing business with the Veterinarian partner.A - ImplementedB - Under Review orDevelopmentA Recommend management ensure appropriate procedures areimplemented to adequately manage and secure the inventoryof pet registration tags.72737475 Recommend management provide on-call veterinarianservices or contract with a veterinary hospital to provideemergency after-hours care.Recommend management evaluate and implement methodsand resources needed to reduce feline deaths to withinindustry standards.Recommend management implement an inventorymanagement system to efficiently and effectively track drugsand medical supplies. Page 13 of 21BCommentsACD staff has implemented the following:A. Since June 2020, all invoices are sent to vet partnersafter the reconciliation is completed and each month’spayments are reviewed. If payment is not correct or paidin full, the vet partner is contacted in writing with thepast due amount.B. Vet partner compliance is reviewed monthly and anyissues are brought to the attention of the vet partner inwriting. Vet partners contacted have been complyingwith the agreements.The 86 boxes referenced in the Audit have beenaccounted for. New policies and procedures have beendeveloped to adequately manage and secure theinventory of pet registration tags. A new supervisor isassigned to this Program and new training and new SOPshave been developed. The tags are now locked andsecured and controlled exclusively by the manager.Inventory of tags are now counted quarterly, and all tagshave a receipt saved and logged into a spreadsheet, as aduplicate recording for confirmation of issuance andaccountability.Working with Purchasing, a temporary use of pCards hasbeen approved to provide afterhours service with anyone of several emergency clinics. One of the clinics hasexpressed interest in a contractual agreement and thatprocess is ongoing.Feline mortality rates are within industry standards. As ofFeb 2020, the local feline mortality rate was about 1%(with industry standard being less than 2%).See Response 31.

ACD Audit escriptionRecommend management ensure purchasing and inventorymanagement duties are adequately segregated.Recommend management ensure a minimum of one physicalinventory count of drugs and medical supplies is performedannually.Recommend management perform monthly medicalevaluations for animals in the shelter over 30 days.Recommend management ensure appropriate procedures arein place to validate the completeness of animal records.Recommend management establish a process to ensure thatthe dosage amount of controlled substances entered into theChameleon system is accurate and reasonable.Recommend management:A. Ensure rabies clinics are adequately staffed to manage andcontrol the event.B. Implement procedures to manage crowd size, such asappointment times and windows for faster service.Recommend management document and approve diseaseoutbreak response proceduresRecommend management implement procedures toindependently weigh biohazardous waste to detect billingerrors and inaccuracies.Recommend management identify and contract with asecondary biomedical waste transporter using the county’sprocurement process.A - ImplementedB - Under Review orDevelopmentA BCommentsSee Response 31.See Response 31. A medical follow-up report has been developed and willbe used to identify animals that are past due for medicalevaluations and animals who are becoming due withinthe next week.Procedures completed and implemented.See Response 31. Existing procedures have been revised and will beimplemented during rabies clinics. Procedures have been developed.Procedures have been developed and implemented. Page 14 of 21A review of FY 2021 expenditures revealed an estimated 615 in costs for biomedical waste disposal. Developingand executing a backup contract for such low volume isnot efficient. A review of the Florida Health registeredbiomedical waste transporters reveal 10 registered inBroward County. Should another provider be required,ACD will pay for disposal using existing purchasingprocesses until a new contract can be executed.

ACD Audit commend management ensure established biomedicalwaste disposal procedures are periodically reinforced andfollowed.Management ensure clinic medical facilities and holding areasare frequently and adequately sanitized according to ACAD’sprocedures.Recommend management ensure actual response timescomply with expected response times. Exceptions should bedocumented and reviewed for reasonableness.Recommend management separate dispatch and callresponse functions.88899091929394A - ImplementedB - Under Review orDevelopmentA ACD Clinic staff have been retrained in proper biomedicalwaste disposal procedures.Procedures have been developed and implemented. Recommend management design and implement formalprocedures to monitor field service officer activity.Recommend management routinely monitor field serviceofficer activity for compliance and reasonableness.Recommend management ensure all field service trucks areequipped with GPS units.Recommend man

At the January 12, 2021Commission meeting, the Broward County of County CommissBoard ioners requested a checklist demonstrating progress on addressing 13. 1 recommendations2 from the County Auditor on improving ACD operations [see ACD . Audit Report No. 21-05, dated December 16, 202, 0and covering fiscal years 2019 and 2020 (throughMay 31, 2020)].