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					ANIMAL SERVICE CENTER
OF THE MESILLA VALLEY




    POLICIES AND
OPERATING PROCEDURES
        MANUAL
   PASSED AND APPROVED - 10/07/2010
         ANIMAL SERVICE CENTER
         OF THE MESILLA VALLEY
                                 POLICIES AND
                             OPERATING PROCEDURES
                                   MANUAL


INDEX
                                                                                                                     Page
Chapter I - General Information
     I.1 - Introduction and Purpose.........................................................................1-4
     I.2 - Mission Statement ...................................................................................5-11
     I.3 - Definitions ................................................................................................... 12
     I.4 - General Principles .................................................................................13-19
     I.5 - General Operations .................................................................................... 20
     I.6 - Facility Access............................................................................................. 21
     I.7 - Intake Organizational Chart..................................................................... 22
Chapter II - Employee Regulations
    II.1 - Staffing Organizational Chart .................................................................. 23
    II.2 - Recruitment and Selection....................................................................24-29
    II.3 - Classification Plan .................................................................................30-33
    II.4 - Compensation ........................................................................................34-41
    II.5 - Leave, Attendance, and Holidays.........................................................42-67
    II.6 - Employee General Work Rules............................................................68-91
    II.7 - Employee Training and Development .................................................92-94
    II.8 - Management Authority and Responsibilities .....................................95-96
    II.9 - Disciplinary Actions/Transfers and Terminations...........................97-101
   II.10 - Employee Performance Reviews......................................................102-103
   II.11 - Employee Grievances and Discrimination Complaints .................104-113
   II.12 - Benefits ...............................................................................................114-119
Chapter III - Office Operations
   III.1 - Customer Service...............................................................................120-121
   III.2 - Donation Processing..........................................................................122-123
   III.3 - Intake Processing...............................................................................124-129
      III.4 -   Return to Owner Processing ............................................................130-135
      III.5 -   Adoption Processing..........................................................................136-143
      III.6 -   Rescue Partnership and Transfer Processing........................................ 144
      III.7 -   Foster Home Processing........................................................................... 145
      III.8 -   Record Keeping ........................................................................................ 146
Chapter IV - Kennel Operations
    IV.1 - Animal Handling ...............................................................................147-153
    IV.2 - Kennel Security ........................................................................................ 154
    IV.3 - Feeding and Watering.......................................................................155-158
    IV.4 - Use of Disinfectant Solutions............................................................159-163
    IV.5 - Feline Housing ...................................................................................164-167
    IV.6 - Canine Impoundment Area..............................................................168-170
    IV.7 - Canine Housing Runs .......................................................................171-174
    IV.8 - Portable Canine Housing..................................................................175-178
    IV.9 - Adoptable Puppy and Small Breed Housing ..................................179-182
   IV.10 - Other Small Pet Housing ..................................................................183-185
   IV.11 - Livestock Housing .............................................................................186-187
   IV.12 - Transportation of Animals ...................................................................... 188
   IV.13 - Public Assistance ...............................................................................189-194
Chapter V - Population Management
    V.1 - Intake and Initial Placement ............................................................195-197
    V.2 - Scanning and Collaring ....................................................................198-200
    V.3 - Socialization and Exercise for Long-Term Housing ......................201-203
    V.4 - Evaluations and Dispositions............................................................204-210
    V.5 - Rescue Partnerships..........................................................................211-212
    V.6 - Euthanasia..........................................................................................213-222
Chapter VI - Medical Care
   VI.1 - General Medical Treatments............................................................223-224
   VI.2 - Preventative Health...........................................................................225-227
   VI.3 - Placement and Preparation for Surgery ................................................ 228
   VI.4 - Sedation and Sterilization.................................................................229-231
   VI.5 - Public Pet Clinic ................................................................................232-234
   VI.6 - Outside Veterinary Assistance ................................................................ 235
   VI.7 - Drug Storage............................................................................................. 236
   VI.8 - Pet Identification Microchip Implantation .....................................237-238
Chapter VII - Volunteer Program
   VII.1 - Volunteer Program ...........................................................................239-244
     VII.2 -    Volunteer Positions .................................................................................. 245
     VII.3 -    Canine Socialization and Exercise ...................................................246-249
     VII.4 -    Foster Homes .....................................................................................250-251
     VII.5 -    Community Service Program...........................................................252-253
Chapter VIII - General Maintenance
  VIII.1 - General Maintenance............................................................................... 254
 CHAPTER I - GENERAL INFORMATION

 I.1 - INTRODUCTION AND PURPOSE
1. Purpose.
    A. The purpose of this Manual is to:
           i. Establish consistent basic personnel policies and practices governing relations
              between the Animal Service Center of the Mesilla Valley (hereinafter “Center”) and
              its employees and designed to guide the actions of Center employees toward those
              that are most likely to achieve a desired outcome; and to
          ii. Establish detailed procedures, which are specified sequences of actions, tasks, steps,
              processes, or operations to be routinely executed in the same manner by Center
              employees in order to obtain the same desired results under the same circumstances.
    B. This Manual does not constitute an employment contract, and may be amended as
        deemed necessary by the Executive Director with the approval of the Animal Service
        Center of the Mesilla Valley Board of Directors (hereinafter “Board”).
2. Interpretation. This Manual should be interpreted as a whole rather than interpreting
   individual sections or sentences in isolation and out of context. Official interpretation of these
   policies and procedures shall be made by the Executive Director.
    A. If any employee finds a directive in this Manual that contradicts another directive in this
        Manual, the employee shall seek clarification from his or her supervisor.
3. Format. The purpose of this subsection is to establish a standard format for the information
   contained within this Manual. These standards are designed to ensure that policies and
   procedures are readily identifiable and available for staff and public inspection and review.
    A. The hierarchical structure of this Manual is divided into Chapters, Sections, Subsections,
        Paragraphs, Subunits, and Subdivisions. Subdivisions may be further divided into bullet
        points.
           i. Each Chapter shall be assigned a Roman numeral and a title.
                a. Example: I – General Information.
          ii. Each Section shall be assigned an Arabic numeral preceded by the correlating
              Chapter numeral; the Section shall also be assigned a title.
                a. Example: III.1 – Customer Service.
         iii. Each Subsection shall be assigned an Arabic numeral.
                a. Example: 1.
         iv. Each Paragraph shall be assigned a capital letter.
                a. Example: A.
          v. Each Subunit shall be assigned a lower case Roman numeral.
                a. Example: ix.
         vi. Each Subdivision shall be assigned a lower case letter.
                a. Example: a.
4. Citation. The purpose of this subsection is to establish a standard format for referencing
   Sections of this Manual and for citing specific portions of information contained within.



 Chapter I - Section 1                                                                       Page 1
    A. The format for citation of specific material (such as a Subsection or other more specific
        portions) contained in this Manual shall be the initials “ASCMV,” followed by a space,
        the Chapter Roman numeral, followed a period, the Section Arabic numeral, followed by
        dash, the Subsection Arabic numeral, followed by a period, the Paragraph capital letter (if
        applicable), followed by a period, the Subunit lower case Roman numeral (if applicable),
        followed by a period, and the Subdivision lower case letter (if applicable).
           i. Example: ASCMV IV.1-6.A.iii.a.
               a. This citation, for example, would refer to the statement, “Each handler shall
                   then lift his or her chosen dog up by the rear legs like the handles of a
                   wheelbarrow,” located in Subdivision a, of Subunit iii, of Paragraph A, of
                   Subsection 6, of Section 1, of Chapter IV.
    B. The format for a general reference to one of the Sections contained in this Manual shall
        be the word “Chapter,” followed by a space, the Chapter Roman numeral, followed by a
        comma and space, the word “Section,” followed by a space, and the Section Arabic
        numeral.
           i. Example: Chapter II, Section 4.
               a. This reference, for example, will refer to the Section titled “Compensation,”
                   located within this Manual.
5. Joint Powers Agreement. The Center is established by a Joint Powers Agreement
   (hereinafter “JPA”) between the City of Las Cruces (hereinafter “City”) and the County of
   Doña Ana (hereinafter “County”). The Center’s polices and procedures shall be guided by the
   framework laid out in the Joint Powers Agreement. The JPA mandates the following in
   regards to the policies and procedures of the Center:
    A. The Center is to be a public agency separate from the City and County.
    B. The Center is to be governed by the Animal Service Center of the Mesilla Valley Board
        of Directors (hereinafter “Board”), which is to consist of three (3) voting members
        appointed from the City Council, three (3) voting members appointed from the County
        Commission, and the City Manager and the County Manager which are to be the two (2)
        ex-officio members.
    C. The Center’s service area is to be the City of Las Cruces and the unincorporated portions
        of the County of Doña Ana. The service area may be amended as the Board deems fit.
    D. The Center is to be led by a Chief Executive Officer (a.k.a. Executive Director) who is to
        be hired by the Board.
    E. The authority and direction of the Executive Director is to be implemented by public
        employees hired by the Executive Director to operate the Center.
    F. The Center is to be the administering agency authorized to exercise powers including, but
        not limited to, the following:
           i. To make and enter into contracts.
          ii. To apply for and accept grants and contributions.
         iii. To employ or contract for the services of employees, consultants, and such other
              persons as it deems necessary, and under such terms and conditions as may be
              established by the Board in the agreements relating to such persons.
         iv. To make plans and conduct studies.



 Chapter I - Section 1                                                                     Page 2
         v. To acquire, construct, operate, and maintain buildings, improvements, and facilities.
        vi. To acquire and dispose of real property.
       vii. To establish a mission statement.
      viii. To sue and be sued in its own name.
        ix. To borrow money if approved by the governing bodies of the City and County and
            further subject to provisions of the Joint Powers Agreements Act and the
            constitutional provisions of the State of New Mexico.
        x. To set fees and charges.
       xi. To bill and collect fees and charges set by the Center and establish a procedure for
            the resolution of disputed fees and charges.
      xii. To adopt resolutions necessary to carry out the purposes of the JPA.
     xiii. To obtain necessary public liability and property insurance coverage. Such
            coverage shall comply with the statutory requirements of the New Mexico Tort
            Claims Act and shall include coverage for civil rights claims.
     xiv. To create from time to time ad hoc committees and/or advisory boards of suitable
            membership, scope, and duration for the purpose of providing advice and
            recommendations on particular matters of interest to the Board.
  G. The City of Las Cruces is to be the fiscal agent for the Center, the duties of which are to
      include, but not be limited to, the following:
         i. Bill and collect all financial contributions from both the City and County.
        ii. Maintain separate accounting designated specifically for the Center revenue and
            operational accounts and related budgets.
      iii. Make all revenue or budget transfers and all disbursements for the Center as directed
            by its Executive Director or his or her designee consistent with the authority granted
            by the Board.
       iv. Charge in its discretion monthly interest that accrues when Center operations result
            in a negative cash position based upon completely updated transaction processing;
            provided, however, that the maximum rate and amount of interest that can be
            charged in a given fiscal year shall be established in the Center’s budget approved
            by the City and County for the fiscal year.
        v. Not allow any department of the fiscal agent to charge against any account unless
            the department submits an invoice with supporting documentation approved by the
            Executive Director or Board, consistent with policies and procedures established by
            the Board and Executive Director and the fiscal agent’s procurement code and
            consistent with New Mexico law.
       vi. Prepare financial reports for the Center on an annual basis and as may be requested
            by the Center’s Board from time to time, and presenting the reports to the Center’s
            Board for review and approval.
      vii. Strictly account for all receipts and disbursements made pursuant to the JPA in
            accordance with all applicable laws and regulations and with the fiscal agent’s
            procurement code and consistent with New Mexico law.




Chapter I - Section 1                                                                    Page 3
     viii. Account for all transactions on behalf of the Center including those related to fixed
           assets and provide for internal controls relating to the acquisition and disposal of
           fixed assets and proper recording of all liabilities.
      ix. Provide all necessary accounting records sufficient to facilitate a “stand alone”
           financial statement. The Center’s financial statements shall be audited by an
           independent CPA selected by the fiscal agent and all applicable reports shall be
           included in the annual audited financial statement referred to herein. Such audit
           shall be performed in accordance with government audit standards. The audit may
           be performed in conjunction with the fiscal agent’s annual audit as required by the
           Office of the State Auditor.
  H. The fiscal agent is to house all personnel files of the Center employees. The Center is to
      be responsible for providing updated personnel documentation to the fiscal agent to
      maintain said files.
  I. The fiscal agent is to provide human resource in-processing and maintenance for Center
      employees’ payroll system based upon the payroll data provided by the Executive
      Director.




Chapter I - Section 1                                                                    Page 4
 I.2 - MISSION STATEMENT
1. The Mission of the Animal Service Center of the Mesilla Valley is to provide safe shelter for
   all lost, mistreated, and abandoned animals of the Mesilla Valley and surrounding
   communities. The Center utilizes all avenues available to it in placing each animal into a safe,
   loving, and permanent home whenever possible. We strive to meet the highest standards of
   humane animal care and husbandry, and to promote responsible pet ownership through public
   education and outreach.




 Chapter I - Section 2                                                                      Page 5
   I.3 - DEFINITIONS
 1. Acting Appointment. The Executive Director may appoint an incumbent to a vacant position
    for a period of time not to exceed six (6) months pending selection of a qualified person to fill
    a vacancy. Acting appointees may receive additional temporary compensation if certain
    conditions are met.
 2. Administrative Employee. This class of salaried exempt employees is defined in ASCMV
    II.3-4.B.
 3. Administrative Leave. Paid leave approved at the discretion of the Executive Director.
    Administrative Leave allows the employee to be away from work without losing any work-
    related benefits.
 4. Allocation. The assignment of a position as to class and specific pay grade.
 5. Anniversary. The date on which an employee was appointed to a regular position.
 6. Annual Leave. Leave with pay granted to employees at a specific rate to be used by an
    employee with prior approval from management.
 7. Appeal. Formal request that a decision on a formal grievance petition be reconsidered at a
    further stage in the grievance procedure.
 8. Applicant. Individual who has filed an application for a vacant position and desires to be
    considered for appointment to a position in the Center service.
 9. Appointing Authority. Officials authorized to recommend appointment of individuals to
    positions in the Center service. The Executive Director is the ultimate appointing authority for
    Center employees.
10. Board. Also known as the “Board of Directors,” is the governing body of the Animal Service
    Center of the Mesilla Valley as established in the JPA.
11. Call-Back. Call-Back occurs when an employee is on scheduled time off (excluding lunch
    breaks) and is unexpectedly notified to return to work. The order to return to work is due to an
    unexpected event beyond control of management and normally results in an increase to the
    scheduled number of employees on duty. It is not one employee replacing another scheduled
    employee.
12. Cause. Means reason for discipline of regular employees, determined by the standards of job
    performance and maintenance of the public interest.
13. Center. Also known as the “The Animal Service Center of the Mesilla Valley,” as established
    in the JPA, is the independent public agency created to provide animal shelter and related
    services.
14. City. The municipal government, composed of the City Council, the City Manager, all
    divisions, departments, agencies, and employees, which comprise the organization designed to
    provide service to the citizenry.
15. Class. One or more positions which are sufficiently alike to warrant using the same (or
    similar) title, qualification requirements, examination, and pay grade. Sometimes called
    "Classification."
16. Classification Plan. The sum total of all class specifications in the Center service.




   Chapter I - Section 3                                                                     Page 6
17. Classified Employee. A Full or Part-time employee holding a classified position who has
    completed the probationary period. A classified employee is entitled to all of the rights and
    benefits of the Center’s Policies and Operating Procedures Manual.
18. Classified Position. A position for which there is a job description, and a set salary range, is
    subject to recruitment procedures, and for which all employment actions must be based solely
    on merit.
19. Class Specification. A written description of a class, which includes the position title, a
    general statement of duties and responsibilities, requirements, and definition of working
    conditions.
20. Compensatory Time. Those hours granted to employees covered by the Fair Labor Standards
    Act in lieu of overtime, on the basis of one and one-half (1-1/2) hours compensatory time for
    each hour of overtime.
21. Contract Employee. A person who contracts with the Center to perform a certain task for a
    set fee. Such a person is not a “regular” Center employee. All duties, conditions, appointment
    duration, fees, benefits, and other terms shall be specified by contract.
22. Customarily and Regularly (FLSA). A frequency that must be greater than occasional but
    which may be less than constant. Work normally and recurrently performed every workweek
    and does not include isolated or one-time tasks.
23. Creditable Service. Time on the Center payroll constitutes creditable service. Creditable
    service does not include time that an employee is on Leave Without Pay, Lay-Off status, or the
    time the employee is on Workers’ Compensation.
24. Demotion. The assignment of an employee from one class to another which has a lower pay
    grade and lower maximum rate of pay (also called downgrade and reclassification).
25. Directly and Closely Related (FLSA). Tasks that are related to exempt duties and that
    contribute to or facilitate performance of exempt work.
26. Disability. An employee or applicant who has a physical or mental impairment which
    substantially limits one or more major life activities; or a record of having such an impairment;
    or is regarded as having such an impairment.
27. Discipline. Action taken with regard to an employee, including reprimand, suspension,
    demotion, or dismissal.
28. Discretion (FLSA). The comparison and evaluation of possible courses of conduct, and
    acting or making a decision after the various possibilities have been considered.
29. Dismissal. Involuntary termination of employment for reasons other than lack of funds or lack
    of work.
30. District Health Officer. The person designated by the director of the Public Health Division
    to be responsible for district health operations in a district organized by the Public Health
    Division.
31. Domestic Partners. Two (2) individuals who are in a mutually exclusive, committed
    relationship for the last twelve (12) months, who share a primary residence, who are jointly
    responsible for the common welfare of each other, who share financial obligations, and have
    executed an affidavit of domestic partnership with the Human Resources Department and
    granted domestic partnership status.




   Chapter I - Section 3                                                                     Page 7
32. Due Process. The right granted to a Full-time or Part-time regular employee, who has
    completed the probationary period, to pre- and post-disciplinary hearings, for actions of
    suspension, demotion, or dismissal.
33. Emergency Employee. A Full-time or Part-time employee who is hired to ensure continuity
    of Center services during an emergency.
34. Employee. An individual who is legally employed by the Center and is paid through the
    Center’s payroll, except for contracted persons, and consultants.
35. Entry Level Rate. The minimum base rate in any salary grade established for a class.
36. Euthanasia. To produce the humane death of an animal by standards deemed acceptable to
    the Center as set forth in this Manual.
37. Euthanasia Assistant (Assistant). A person authorized by the Executive Director to assist
    with the performance of euthanasia. The Assistant is responsible for comforting the animal;
    securing and controlling the animal so it cannot bite; speaking gently using the animals name,
    if known; and soothing the animal and directing its attention to the handler, rather than to the
    procedure itself.
38. Euthanasia Log. The sheet or form used to log and track the use of euthanasia drugs and the
    event itself.
39. Euthanasia Technician (Euth-Tech). A person licensed by the Animal Sheltering Board of
    New Mexico and authorized by the Executive Director to euthanize animals.
40. Executive. A class of salaried exempt employee fully defined in ASCMV II.3-4.A.
41. Executive Director. The Chief Executive Officer hired by the Board pursuant to an
    employment agreement to lead the Center. The Executive Director is to report to the Board.
    The Executive Director is to direct all tasks needed to complete the requirements of the JPA, as
    well as subsequent actions and deliverables required to execute the employment agreement.
42. Essential Job Functions. The fundamental job duties of the employee’s position.
43. Exempt Employee. All executive, administrative, and professional employees as defined in
    Department of Labor regulations relating to the Fair Labor Standards Act, and whose
    compensation is based on a fixed annual salary. Pursuant to principles of public
    accountability, for employees who accrue Annual Leave, Personal Leave, and Sick Leave,
    deductions from pay of exempt employees shall be taken for absences for personal reasons or
    illness or injury when leave is not used by the employee.
44. Fair Labor Standards Act (FLSA). Means the federal law which sets minimum wage,
    overtime pay, equal pay, record keeping, and child labor standards for employees who are
    covered by the Act.
45. Family Medical Leave. Leave granted under the Family and Medical Leave Act of 1993.
46. Fee Basis (FLSA). Paid an agreed sum for a single job regardless of the time required for its
    completion.
47. Field of Science or Learning (FLSA). Law, medicine, theology, accounting, actuarial
    computation, engineering, architecture, teaching, various types of physical, chemical, and
    biological sciences, and other similar occupations that have a recognized professional status as
    distinguished from the mechanical arts or skilled trades.
48. Full-Time. An employee working at thirty-five (35) or more hours or more per seven (7) day
    period.



   Chapter I - Section 3                                                                    Page 8
49. Grievance. An employee complaint regarding alleged poor working conditions, unjust
    application of discipline, or unjust application, interpretation, or violation of the rules and
    regulations of the Center.
50. Hearing. A formal review of the facts and circumstances surrounding a personnel action.
51. Holding Period. The length of time available to an animal’s owner to reclaim such animal
    from the Center.
52. Hold. The status of an animal that has been placed into the custody of the Center under the
    requirement that the animal be housed pending a release from such status by the proper agency
    or authority.
53. Immediate Family (Emergency). For purposes of Emergency Leave: spouse, domestic
    partner, child, stepchild, mother, father, mother-in-law, father-in-law, brother, sister.
54. Immediate Family (Sick). For purposes of Sick Leave: spouse, child or stepchild, or an
    individual for which the employee is a court appointed legal guardian or domestic partner and
    eligible dependent.
55. Incumbent. The current occupant of a position in the Center service.
56. Independent Judgment. The comparison and evaluation of possible courses of conduct, and
    acting or making a decision after the various possibilities have been considered.
57. Insubordination. Failure to obey a direct lawful order of a supervisor or someone higher in
    the chain of command.
58. Job Analysis. Comprehensive analysis of the duties and responsibilities and essential
    functions of a position and of the qualifications required of persons selected for the position.
59. Job Description. A written statement of duties, responsibilities and essential functions which
    characterizes a job and includes the education, experience, knowledge, and ability required to
    perform the duties of the job.
60. Joint Powers Agreement (JPA). Also known as the “Joint Powers Agreement to Establish
    the Animal Service Center of the Mesilla Valley and to Provide for the Financing, Operation
    and Maintenance of the Center,” is the Agreement between the City of Las Cruces and the
    County of Doña Ana, in which the Animal Service Center of the Mesilla Valley is established.
61. Layoff. The separation of an employee which occurs when a regular position has been
    abolished because of material changes in duties, or shortage or stoppage of work or funds, or
    other reasons in the best interest of the Center, as determined by the Executive Director.
62. Leave. An authorized absence from regularly scheduled work hours for reasons specified in
    the personnel rules (holidays, vacation, sickness, injury, disability, jury duty, etc.).
63. Leave With Pay. Authorized absence from work with pay.
64. Leave Without Pay. Authorized absence from work without pay.
65. Limited Competition. Competition for a vacancy which is available only for eligible Center
    employees.
66. Loudermill. The informal “due process” or “pre-disciplinary” hearing given to an employee
    prior to termination, demotion, or suspension of any regular non-exempt employee for more
    than three (3) work days and five (5) days for exempt employee.
67. Management & Supervision. Persons designated as heads of a group of employees, a
    section, a major functional unit, or an activity, with authority and responsibility to exercise
    independent judgment; who assign tasks, set standards of job performance, recommend hires,



   Chapter I - Section 3                                                                    Page 9
      transfers, suspensions, layoffs, recalls, promotions, and terminations of subordinates. Further,
      they may assign, reward, or discipline others, and direct or adjust employee grievances.
68.   Matters of Significance (FLSA). Level of importance or consequence of the work
      performed.
69.   Medical Standards. Medical requirements established for selected classes of positions which
      are related to performance and consistently applied.
70.   Merit System. A personnel system designed to attract and hold employees by making
      individual employment decisions based on qualifications, experience, and performance rather
      than on political association.
71.   Military Leave. Paid leave granted to an employee who is a member of the armed services or
      air national guard or a military reservist not to exceed one-hundred-and-sixty (160) hours per
      calendar year.
72.   Nepotism. Patronage of one's relatives by providing them employment or position.
      Restrictions concerning nepotism may be found in ASCMV II.2-3.D.iii.
73.   New Hire. A person not previously employed by the Center.
74.   Nonexempt Employees. All employees who are not exempt employees as defined in
      Department of Labor regulations relating to the Fair Labor Standards Act.
75.   Open Competition. Competition for a position which is available to all interested persons.
76.   Overtime. Means time an employee is directed and authorized to work in excess of the forty
      (40) hours per week.
77.   Part-Time Employee. One who is scheduled to work less than thirty-five (35) hours per
      seven (7) day period.
78.   Pay Period. A two (2) week period, of which there are twenty-six (26) specified per year.
79.   Pay Plans. The salary schedules for salaried exempt and non-exempt employees or any other
      class(es) of positions in the Center service.
80.   Pay Rate. Also called base rate.
81.   Pay Range. The minimum, midpoint, and maximum base rates established for each salary
      grade.
82.   Performance Review. An assessment of an employee's work.
83.   Personal Leave. Leave granted to employees to be used at the employee's discretion subject
      to the supervisor’s approval.
84.   Post-Disciplinary Hearing. A hearing conducted at the request of an employee who is
      grieving a suspension or demotion, or a former employee who is grieving a dismissal and who
      has complied with the administrative process as set forth in ASCMV II.9-7.
85.   Primary Duty (FLSA). Principal, main, major, or most important duty that the employee
      performs.
86.   Probation. A one year (12 month) trial period of employment, during which an employee is
      required to demonstrate fitness for regular employment. The probation period is another
      aspect of the selection process.
87.   Probationary Employee. A Full-time or Part-time employee hired to fill a position in the
      classified service who has not yet completed the probationary period of employment during
      which time the employee may be terminated at will.




   Chapter I - Section 3                                                                     Page 10
 88. Professional Employee. A salaried exempt employee defined fully in ASCMV II.3-4.C.
 89. Promotion. The assignment of an employee from one class to another, which has a higher
     maximum rate of pay, and greater responsibility. Promotion requires that an employee be
     upgraded and reclassified.
 90. Provisional Appointment. Appointment of a person from outside the Center work force to
     fill a vacant position pending selection of a qualified person.
 91. Reclassification. Reassignment of a position from one (1) class (grade) to a different class
     (grade) to correct an error in the original assignment or to recognize a change in the duties and
     responsibilities of a position. Ideally, reallocation should occur when a position is vacant.
     Reclassification shall not be used solely as a method of awarding an incumbent a salary
     increase or decrease.
 92. Reasonable Accommodation. A reasonable accommodation is any modification or
     adjustment to a job, the work environment, or the way in which the work is customarily done
     that makes it possible for a qualified individual with a disability to perform the essential
     functions of the job and ensure equal employment opportunity.
 93. Recruitment Process. Procedures used by the Human Resources Department in attracting job
     applicants for Center positions; i.e., posting vacancies in the Human Resources Department ,
     newspaper, and radio advertising, mailings to employment agencies and community
     organizations or by other means.
 94. Regular Employee. One who is an incumbent and has completed probation in a continuing,
     budgeted position within the Center service and who satisfies all requirements for the position.
 95. Re-Hire. Re-employment of a former employee who left the Center service in good standing.
 96. Reinstatement. An action whereby an employee is restored to the Center service after
     involuntary termination or suspension. Reinstatement may be to a position with pay and
     benefits comparable to those received at the time of termination or suspension.
 97. Resignation. Voluntary separation from Center employment prior to retirement.
 98. Retirement Date. The date on which a regular Center employee retires and begins drawing
     PERA retirement.
 99. Reviewer. The rater's immediate supervisor who is required to review and approve each
     performance review within his/her purview before it is included as part of the reviewed
     employee's permanent record.
100. Rules. Means the personnel rules and regulations of this Manual.
101. Salary. Payment for work performed that is pre-determined and uniform from one payday to
     the next and does not depend on the number of hours worked.
102. Salary Schedules. (Refer to "Pay Plans") matrices of base rate salaries ranging from
     minimum, midpoint and maximum, depicting approved pay ranges for employees in the Center
     service.
103. Seasonal Employee. An employee hired for an established seasonal program as allowed by
     FLSA.
104. Selection. Means the choosing of a candidate for employment.
105. Selection Device. Devices used separately or in combination, as appropriate, to obtain the best
     qualified candidates for vacant positions. Such devices may include, but are not limited to,




    Chapter I - Section 3                                                                   Page 11
       work sample and performance tests, practical written tests, oral examinations, rating of training
       and experience, interview, skill tests, and others.
106.   Separation. Removal of an employee from the Center payroll for voluntary or involuntary
       reasons; to include dismissal, resignation, layoff, retirement, abandonment of the job, death,
       and other reasons.
107.   Sick Leave. Leave with pay, granted to a classified or qualified unclassified employee, after
       accrual at a specific rate for illnesses.
108.   Social. An introduction of animals on neutral territory to see if the they are likely to get along
       well; or introduction of an animal with a potential adopter.
109.   Standby Duty. An employee is on standby duty when the employee is required to be
       available for call to duty. The employee may move about within range of a pager, but must
       remain fit for duty.
110.   Temporary Appointment. Appointment of an individual who meets minimum qualification
       requirements for a period of time not to exceed twelve (12) months.
111.   Temporary Employee. Means an employee who has been appointed to a temporary position
       in accordance with the personnel rules, who is not eligible to receive leave and benefits, and
       who is not entitled to rights of grievance and appeal. A temporary employee may be Full-time
       or Part-time.
112.   Temporary Pay Upgrade. Employee compensation for temporarily performing assigned
       duties or responsibilities of a higher pay grade, provided the temporary upgrade in assignment
       exceeds more than twenty-eight (28) calendar days.
113.   Termination. The resignation, retirement, dismissal, or death of an employee.
114.   Transfer. Assignment of an employee from one position to another in the same salary
       schedule. May also be assignment of an employee from one (1) work site to another, from one
       (1) agency to another, to more or less responsible or skilled occupations, or from one (1)
       operational assignment to another in accordance with existing Center policy. Transfers may be
       voluntary or involuntary.
115.   Unauthorized Absence. Absence from duty without supervisory approval.
116.   Unclassified Employees. At will employees who may be terminated for any or no reason and
       who have no layoff rights or recourse to the grievance procedure.
117.   Vacancy. An authorized position not occupied by an incumbent which has been approved by
       the appropriate designated authority for filling.
118.   Volunteer. Anyone who, without compensation, performs a task at the direction and on behalf
       of the Center; and who is enrolled in the Center’s Volunteer Program.
119.   Wage. Payment that is calculated according to the number of hours worked and which may
       fluctuate from one pay day to the next as the number of hours worked varies.
120.   Work Requiring Advanced Knowledge. Work which is predominantly intellectual in nature,
       and which includes work requiring the consistent exercise of discretion and judgment.




    Chapter I - Section 3                                                                      Page 12
 I.4 - GENERAL PRINCIPLES
1. The operations and affairs of the Animal Service Center of the Mesilla Valley (hereinafter
   “Center”) shall be conducted to meet the following policies and principles. Every Center
   employee and volunteer shall be thoroughly familiar with these policies and principles, and
   conduct themselves accordingly in all Center-related operations and activities.
    A. The first concern and priority of Center personnel shall be to protect the health and safety
        of other Center employees, volunteers, customers, and guests while engaged in any and
        all Center activities.
    B. The health, safety, and well-being of every animal in the Center shall be the next highest
        concern for Center personnel.
          i. Every animal in the custody of the Center shall be treated with the utmost
             compassion and care.
         ii. Center personnel shall strive to make every animal as comfortable as possible while
             in Center custody.
        iii. Center personnel shall take preventative measures and provide medical treatments in
             an effort to protect each animal from disease, illness, and distress.
              a. Center personnel shall strive to meet the highest standards of disease control by
                   use of the most current tools and methods available.
    C. Center personnel shall use all information available in an effort to reunite missing pets
        with their owners through the Center’s Return to Owner program.
          i. Center personnel shall encourage all members of the public to provide their pets
             with owner identification, such as license tags and especially Pet Identification
             Microchips.
    D. Center personnel shall work to find new homes for all pets deemed adoptable in Center
        custody through the Center’s Adoption program, onsite and offsite, and in coordination
        with reputable rescue organizations.
    E. Center personnel shall encourage the improvement of temperament, health, and
        adoptability of pets through the Center’s Volunteer Animal Fostering program and
        Volunteer Animal Exercise and Socialization program.
    F. Center personnel shall work to reduce the numbers of strays and unwanted animals by
        encouraging pet retention and the spaying and neutering of pets through public education
        programs and low-cost spay and neuter clinics.




 Chapter I - Section 4                                                                   Page 13
 I.5 - GENERAL OPERATIONS
1. Purpose. The purpose of this document is to explain and give a summary of the daily
   operations and services provided by the Animal Service Center of the Mesilla Valley
   (hereinafter “Center”), and should be interpreted as such. The policies and procedures
   regarding these operations and services are presented in greater detail elsewhere and
   throughout this Manual.
2. Sources of Intake. The Center receives animals from the public, either directly or through an
   animal control agency. The following are descriptions of the general reasons an animal is
   placed into the custody of the Center:
    A. Owner Relinquished.
           i. The owner no longer wants the animal because:
               a. He or she can’t handle or manage the animal; or
               b. He or she doesn’t have enough time for the animal.
          ii. The owner can’t afford to keep the animal because of:
               a. Expenses associated with the daily care of the animal;
               b. Expenses associated with providing a safe and secure enclosure for the animal;
                c. Expenses associated with residential deposit requirements; or
               d. Expenses associated with medical treatments for the animal.
         iii. The owner requests the animal be euthanized because the animal:
               a. Presents a significant hazard due to dangerous temperament or behavior;
               b. Is suffering due to extreme old age; or
                c. Is suffering due to a terminal illness or mortal injury.
    B. Unrestrained/Stray. The animal is trapped or picked up by a fellow citizen or by an
        animal control agency.
           i. The animal is intentionally left to roam by the owner;
          ii. The animal is improperly secured by the owner. (i.e. escapee); or
         iii. The animal is set loose due to a reasonably unexpected accident. (i.e. a car accident
              damaging an enclosure; a house fire; a neighborhood flood; etc.)
    C. Quarantine/Potential Rabies Exposure. The animal is designated as a Potential Rabies
        Suspect by an animal control authority of competent jurisdiction. The animal is placed
        under a Hold Order for the duration of a quarantine observation period as set by the
        District Health Officer, before being made available for reclaim by the owner.
           i. The animal is willingly turned over to the Center by the owners either directly or
              through an animal control agency;
          ii. The animal is picked up roaming unrestrained by an animal control agency; or
         iii. The animal is seized by the animal control agency with a warrant or under one of the
              lawful warrant exceptions.
    D. Seizure.
           i. Pending Legal Proceedings/Court-Hold. The animal is seized by an animal control
              agency either with a warrant or under one of the lawful warrant exceptions, and



 Chapter I - Section 5                                                                   Page 14
              placed under a Hold Order until such an order is lifted by the designated Case
              Agent.
               a. Protective Custody. The animal is seized either due to apparent cruel living
                    conditions (i.e. neglect; lack of adequate space, housing, grooming, nutrition,
                    etc.); or due to apparent physical abuse.
               b. Dangerous and Potentially Dangerous Animal. The animal is seized due to the
                    apparent danger the animal poses to the public.
          ii. Owner Relinquished Seizure. The owner relinquishes ownership of the animal upon
              seizure, often in an attempt to avoid additional legal difficulties.
         iii. Quarantine/Potential Rabies Exposure. See subsection-C above.
         iv. Care and Maintenance. The animal is seized by an animal control agency either
              with a warrant or under one of the lawful warrant exceptions, due to the immediate
              danger the animal appears to be in. The owner is not present to remedy the situation
              and/or cannot be contacted by the animal control agency. The animal control
              agency does not wish to for the animal to be withheld from the owner, as in a
              protective custody situation, but must act to prevent imminent suffering of the
              animal.
               a. Under this type of seizure, the animal is immediately made available for
                    reclaim by the owner.
3. Reception and Placement. The Center makes an initial assessment of each animal taken into
   custody and the circumstances of impoundment and determines the proper holding location for
   the animal.
    A. Impoundment Worksheet. An Impoundment Worksheet is completed for each animal
        received by the Center, either by the impounding officer or by the Receiving Office staff,
        if the animal is delivered directly from the public.
    B. Pet Identification. The animal is examined for any Pet Identification information,
        including receiving an electronic scan for any Pet Identification Microchips.
           i. Every reasonable attempt is made to scan each animal, however, some animals may
              not be scanned due to a fractious temperament and the potential risk posed to Center
              staff and/or to the animal.
    C. The animal is assigned an identification number and receives a temporary collar for
        identification purposes.
    D. In order to combat shelter diseases, vaccinations are administered to the animal upon
        intake as deemed appropriate by the Kennel Population Supervisor or designee.
    E. The general health condition of the animal is assessed.
           i. If the animal appears to be in good general health, the animal is placed into the
              general population or the initial impoundment area.
               a. If the animal has been designated as a potential rabies suspect he or she may be
                    placed into the designated quarantine area.
          ii. If the animal is showing signs of injury or illness, the Kennel Population Supervisor
              or designee is immediately notified.
               a. Generally, the animal then receives a medical examination by the Center’s
                    Medical staff; however, the Kennel Population Supervisor or designee may



 Chapter I - Section 5                                                                   Page 15
                     choose to have the animal immediately euthanized, depending on the
                     availability of the animal, the availability of holding space at the Center
                     facility, and other pertinent factors.
                b. If the animal is not to be immediately euthanized, the Center’s Medical staff
                     makes recommendations to the Kennel Population Supervisor or designee as to
                     potential treatments for the animal based on a medical examination. Based on
                     those recommendations the Kennel Population Supervisor or designee
                     determines the placement of the animal.
                       • Any animal showing signs of infectious illness is isolated from the general
                          population, depending on the method of the potential transmission (i.e.
                          airborne, direct contact, etc.).
                       • Any animal with severe medical injures or illness is made as comfortable
                          as possible while awaiting treatment.
4. Reclamation Periods - Availability. The Reclamation Period is the length of time made
   available to an animal’s owner, during which he or she may reclaim such animal from the
   Center. The Reclamation Period is measured in Working Days, which includes any day in
   which the Center’s reclaim department/office is open to the public for a minimum of three (3)
   continuous hours. Any animal not reclaimed within the Reclamation Period is then considered
   to be the property of the Center. The Reclamation Period may be interrupted if it is determined
   by authorized Center personnel that euthanization of the animal is necessary due to the animal
   being in severe, acute distress or if the animal is irremediably suffering.
    A. Any animal submitted as Unrestrained (stray) without identification is held for a
         minimum Reclamation Period of three (3) Working Days following impoundment.
    B. Any animal submitted as Unrestrained (stray) with identification is held for a minimum
         Reclamation Period of five (5) Working Days following impoundment.
    C. During periods of large influxes of cats, there is no Reclamation Period for any cat
         determined by Center staff to be showing obvious signs of feral behavior.
    D. There is no required Reclamation Period for any animal that has been relinquished to the
         Center by its owner(s).
    E. Any animal submitted as Deceased (DOA) with identification is held for a minimum
         Reclamation Period of one (1) Working Day, so long as the Center has available space in
         the deceased animal storage area.
    F. There is no required Reclamation Period for any animal submitted as Deceased (DOA)
         without identification.
    G. Any animal submitted as Care & Maintenance is held for a minimum Reclamation Period
         of five (5) Working Days following impoundment.
    H. Any animal placed under a Hold Order shall not be available for reclaim until the Hold
         Order has been lifted by the designated Case Agent; or once the quarantine period has
         ended, as in the case of Quarantine impoundments.
5. Care and Housing. Each animal housed by the Center is provided with all basic necessities as
   to maintain the good health and well-being of the animal.
    A. Housing. Housing is made as comfortable as reasonably possible for all animals in
         Center custody.




 Chapter I - Section 5                                                                    Page 16
           i. Each animal is provided with adequate shade, shelter, and ventilation.
          ii. Each cage and run is cleaned daily and throughout the day as needed.
         iii. Cages and runs are disinfected regularly and as needed.
         iv.  All sick, injured, infant, and elderly animals are provided with soft bedding; such
              bedding is replaced regularly and as needed.
    B. Feeding and Watering. Each animal is provided with adequate, wholesome food and
        fresh, potable water.
           i. Such water is made available at all times unless otherwise instructed by the Medical
              staff.
                a. For example, food and water may be pulled from an animal awaiting surgery or
                     transport.
          ii. The Kennel staff members are responsible for conducting a broad general feeding
              and watering each morning; and for providing food and water as needed throughout
              the remainder of the day.
        iii. The Medical staff members determine special diets for certain animals as needed.
         iv. The Kennel staff members are responsible for maintaining clean food and water
              bowls for the animals throughout the day.
   C. Medical Treatment. The Medical staff provides all necessary medical care to each
        animal during its stay at the Center.
           i. Any animal requiring medical care, which the Medical staff is ill-equipped to
              provide, may be transported to an adequately equipped local Veterinarian Clinic for
              treatment.
                a. Such treatment must first be authorized by the Executive Director or designee,
                     taking into consideration budgetary and other constraints.
6. Review - Disposition Evaluation. At the conclusion of an animal’s Reclamation Period the
   Kennel Population Supervisor or designee determines the next suitable placement or
   disposition of the animal.
   A. General Evaluation. Based on all available information, the Kennel Population
        Supervisor or designee determines the animal’s apparent temperament and overall
        adoptability.
           i. Unfortunately, the availability of adequate housing for animals at the Center is also
              a factor to be considered when determining the placement and disposition of an
              animal.
    B. Placement and Disposition.
           i. Adoption. Animals that have been determined to be good candidates for adoption as
              companion animals are placed into one of the Adoptable holding areas (space
              allowing).
          ii. Treatment and Observation. Within the constraints of available resources, animals
              that have treatable ailments, but are otherwise determined to be good candidates for
              adoption, may be held for further treatment or observation before being placed into
              one of the Adoptable holding areas.




 Chapter I - Section 5                                                                   Page 17
                a. Such animals may also be placed into a temporary Foster Home during the
                    necessary observation or recovery period.
                b. Animals known to be afflicted with a highly contagious illness are isolated
                    from the general population during the observation or recovery period. Such
                    placements take into consideration all recommendations made by the Medical
                    staff.
        iii. Rescue Organization. Animals may be transferred to a reputable Rescue
              Organization whenever available.
                a. Such organizations take on full responsibility, including financial
                    responsibility, of the animal and ultimate disposition.
         iv. Euthanasia. As a last resort, it may be determined that humane euthanasia is the
              appropriate disposition for an animal due to the health and/or temperament of the
              animal, and/or available housing space.
                a. Euthanasia is only conducted by the Center Veterinarian, or a licensed and well
                    trained Euthanasia Technician.
                b. The remains of a euthanized animal are handled with care and respect. The
                    remains are either returned to the owner or transported to a local waste disposal
                    facility.
7. Return to Owner Program. The Center makes all reasonable attempts to reunite a missing
   pet with his or her rightful owner.
   A. Owner Notification. The Receiving Office staff makes all reasonable attempts to
        contact and notify the owner of an animal, if his or her animal has been placed in the
        custody of the Center.
           i. The Office staff traces all rabies tags, license tags, name tags, Pet Identification
              Microchips, and any other form of identification linked to an animal in order to
              obtain contact information for the owner of said animal.
    B. Found-Pet Reports. If a person notifies the Center that he or she has found and taken
        into custody an unrestrained/roaming/trespassing animal, a Found-Pet Report is created
        and filed in the Found-Pet Reports binder located in the Receiving Office.
   C. Missing-Pet Reports. Each patron requesting to search for a missing pet in the Center
        facility is asked to fill out a Missing-Pet Report form prior to taking a tour of the holding
        areas.
   D. Missing-Pet Tours. Each patron requesting to search for a missing pet is escorted by
        trained Kennel staff through the Center’s general population areas, quarantine areas, and
        initial impoundment areas.
           i. If the patron locates his or her pet, the Kennel staff member escorts the patron back
              to the Receiving Office along with the animal’s paperwork.
          ii. If a patron searching for their missing pet does not locate said pet during their tour
              of the holding area, he or she is directed to the Found-Pet Reports.
                a. If a patron locates a possible match for their missing pet in the Found-Pet
                    Reports, the Receiving Office staff attempts to contact the finder and reunite
                    the pet and owner.




 Chapter I - Section 5                                                                     Page 18
    E. DOA Reports. Reports of animals delivered to the Center that have been found deceased
        by an animal control agency or by members of the public are filed in the DOA Reports
        binder located in the Receiving Office.
    F. Pet Reclamation. If a patron claims to have located their missing pet in the holding area
        of the Center facility, the Receiving Office staff processes the reclaim.
          i. Proof of Ownership. Office staff makes all reasonable and necessary attempts to
               confirm rightful ownership of the animal prior to reclaim.
         ii. Fees. Prior to reclaim the owner is required to pay all costs owed to the Center in
               connection with the impoundment of the animal.
8. Adoption Program. Pet adoptions are processed by the Center’s Adoption Office.
    A. Each Adoptable holding area is maintained throughout public hours by at least one (1)
        assigned member of the Kennel staff.
          i. The assigned Kennel staff member is responsible for assisting potential adopters in
               finding a new pet.
         ii. The Kennel staff member conducts pet “socials” between the potential adopter and
               potential new pets in designated socialization/exercise enclosures to ensure
               appropriate matches.
    B. Each potential adopter is interviewed and counseled by the Adoption Office staff to
        ensure appropriate matches.
    C. Each pet is sterilized, vaccinated, and microchipped prior to going to his or her new home
    D. Foster-to-Adopt Program. Animals which have been selected for adoption but have an
        apparent illness, have yet to complete an initial vaccination and observation period, or
        still require sterilization surgery are candidates for the Center’s Foster-to-Adopt Program.
          i. This Program allows potential adopters to foster an animal at their home during its
               recovery period, during its initial vaccination and observation period, and/or while it
               awaits the scheduled sterilization surgery prior to the completion of the adoption.
         ii. As with a regular foster situation, the Center remains the owner of the animal and is
               responsible for all necessary medical care during the fostering period.
        iii. Once the fostering period is completed and the animal is deemed healthy enough for
               surgery, the regular adoption process continues.
9. Rescue Partnerships. The Center works closely with qualified and reputable animal welfare
   and rescue organizations to facilitate the placement of animals with those organizations. It is
   the goal and duty of the Center to ensure that each animal placed with an animal rescue
   organization will be handled appropriately and with the highest standards of care.
    A. Selection and Release of Animals for Rescue.
          i. The Executive Director or designee are responsible for identifying those animals
               deemed appropriate for rescue. Such decisions are based on the following criteria:
                a. The availability of the animal (completion of required Holding Period);
                b. The health status of the animal;
                 c. The temperament/behavior of the animal;
                d. The space/housing availability at the Center facility; and
                 e. Any other factors deemed appropriate by the Executive Director or designee.



 Chapter I - Section 5                                                                      Page 19
10. Volunteer Program. The purpose of the Volunteer Program is to actively assist and support
    the Center and its staff members in their efforts to care for and improve the lives of the animals
    of our community.
     A. Some of the ways in which Volunteers may assist the Center are:
            i. Fostering;
           ii. Canine Exercise and Socialization;
         iii. Offsite Event Assistance;
          iv. Animal Housing Maintenance;
           v. Public Humane Education;
          vi. Adoption Assistance;
         vii. Pet Retention Counseling;
        viii. Missing-Pet Tour Escorts;
          ix. Grooming; and
           x. Pet Photography.




   Chapter I - Section 5                                                                    Page 20
 I.6 - FACILITY ACCESS
1. Purpose. To establish guidelines that promote the safety of the employees of the Animal
   Service Center of the Mesilla Valley (hereinafter “Center”), Center property, the animals
   housed at the Center, and the personnel of other agencies, which may require access to the
   Center facility for impoundment purposes.
2. Background.
   A. Typically, the Center is open to the public daily, between the hours of 12:00 PM and 6:00
        PM, Monday through Friday; and 12:00 PM and 5:00 PM, Saturday and Sunday.
           i. Refer to ASCMV II.5-17 for facility closure guidelines.
    B. Center personnel typically require access to the facility between the hours of 5:00 AM
        and 7:00 PM daily in order to perform regularly assigned duties and tasks. Additionally,
        a limited number of Center personnel may require access to the facility after-hours in
        order to respond to emergency situations or to complete assigned tasks.
   C. Local animal control agencies may require access to certain areas of the Center facility
        during after-hours for the purposes of animal impoundment.
   D. Volunteers, under the supervision of the Volunteer Coordinator or designee, are allowed
        very limited access to the Center facility and only to those areas in which access is
        completely necessary.
3. General. Access to the Center facility shall require the prior approval of the Executive
   Director or designee.
   A. With the approval of the Executive Director, keys and key codes to the facility may be
        distributed to authorized personnel of the Center and to authorized members of local
        animal control agencies.
           i. The type of keys distributed shall depend on the level of access granted by the
              Executive Director on a case-by-case basis.
          ii. All such keys shall remain the property of the Center, and shall not be duplicated
              without the consent of the Executive Director.
        iii. Personnel shall not grant access to any part of the Center facility to any
              unauthorized person.
         iv. Personnel shall be responsible for all such keys assigned to them; and shall notify
              his or her immediate supervisor, as soon as possible, in the event that any such key
              becomes lost or stolen.
          v. All broken, missing, or tampered with locks are to be immediately reported to a
              supervisor.
    B. Access to specific sections and areas of the facility shall further be limited to those areas
        in which access is necessary in order to complete tasks or assignments authorized by the
        Executive Director or designee.
   C. Each Center staff member shall immediately notify his or her supervisor upon witnessing
        any potentially unauthorized access to any part of the Center facility by any person.




 Chapter I - Section 6                                                                    Page 21
I.7 - INTAKE ORGANIZATIONAL CHART


                  General Public



                                                                Animal Control Agency



                           Delivered to the Animal Service Center of the Mesilla Valley as:


       Owner Release                      Unrestrained               Care and Maintenance            Quarantine            Hold-Order
           “OR”                              “Stray”                           “C & M”                   “Bite”             “Court-Hold”




     No Hold            No ID:                  Has ID:                  Hold 5           Hold 10                 Hold Pending
                        Hold 3                  Hold 5                   Days            Days from                 Release by
                         Days                    Days                 (Available for     Bite Date
                                                                       RTO during                                  Case Agent
                     (Available for            (Available for                               (NOT                  (NOT Available for
                      RTO during                RTO during               Hold)           Available for             RTO during Hold)
                        Hold)                     Hold)                                  RTO during
                                                                                            Hold)




                                                                                                                  Return to Owner
                                                                                                                           “RTO”


            Evaluation
          by Center Staff
                                                                                                                      Euthanasia

               Center Vet Clinic:
                  Treatment for Illness
                                                                                                                      Rescue
                                                        Center Vet Clinic:                                          Organization
                                                            Vaccinations,
                                                          Microchipping, and
                   Foster Home:                              Spay/Neuter
                  Recuperation and/or
                     Socialization
                                                                                                                      Adoption




Chapter I - Section 7                                                                                                              Page 22
CHAPTER II - EMPLOYEE REGULATIONS

II.1 - STAFFING ORGANIZATIONAL CHART

                                                                           Executive
                                                                           Director
                                                                            (Exempt)




                                               Building                                                Kennel
                 Administrative                                             Kennel                                                Veterinarian
                                              Maintenance                                             Population
                  Supervisor                                               Supervisor                                               (Exempt)
                     (Exempt)
                                               Worker                       (Exempt)
                                                                                                      Supervisor
                                               (Full-Time)                                             (Exempt)




    Volunteer                    Office                       Animal                     Animal                    Animal Care                 Veterinarian
   Coordinator                  Assistant                    Caregiver                  Caregiver                   Technician                  Technician
      (Exempt)                  (Full-Time)                  (Full-Time)                (Full-Time)                 (Full-Time)                  (Full-Time)




       Senior                    Office                       Animal                     Animal                    Animal Care                 Veterinarian
  Office Assistant              Assistant                    Caregiver                  Caregiver                   Technician                  Technician
     (Full-Time)                (Full-Time)                  (Full-Time)                (Full-Time)                 (Full-Time)                  (Full-Time)




       Senior                    Office                       Animal                     Animal                    Animal Care                 Veterinarian
  Office Assistant              Assistant                    Caregiver                  Caregiver                   Technician                  Assistant
     (Part-Time)                (Full-Time)                  (Full-Time)                (Part-Time)                 (Full-Time)                  (Full-Time)




                                 Office                       Animal                     Animal                    Animal Care                 Veterinarian
                                Assistant                    Caregiver                  Caregiver                   Technician                  Assistant
                                (Full-Time)                  (Full-Time)                (Part-Time)                 (Full-Time)                  (Full-Time)




                                 Office                       Animal                     Animal                      Animal
                                Assistant                    Caregiver                  Caregiver                   Groomer
                                (Part-Time)                  (Full-Time)                (Part-Time)                 (Part-Time)




                                 Office                       Animal                     Animal
                                Assistant                    Caregiver                  Caregiver
                                (Part-Time)                  (Full-Time)                (Part-Time)




                                 Office                       Animal                     Animal
                                Assistant                    Caregiver                  Caregiver
                                (Part-Time)                  (Full-Time)                (Part-Time)




                                 Office                       Animal
                                Assistant                    Caregiver
                                (Part-Time)                  (Full-Time)
 II.2 - RECRUITMENT AND SELECTION

1. General. The Animal Service Center of the Mesilla Valley (hereinafter “Center”) shall recruit
   and select the most qualified persons for positions in the Center’s service.
    A. Recruitment and selection shall be conducted in a manner that will ensure open
        competition, provide equal employment opportunity, and prohibit discrimination or
        favoritism because of race, politics, religion, sex, sexual orientation, gender identity,
        color, ancestry, serious medical condition, national origin, age, or disability.
    B. Recruitment and selection shall be conducted in accordance with the City of Las Cruces’
        Hiring Process: Application Review, Interviewing, and Selection Guidance.
2. Postings. When a request to fill a vacancy has been approved the following procedure shall be
   followed:
    A. Job announcements shall be posted in places available to the general public.
    B. Postings shall include pertinent job information, including minimum qualifications and
        entry level salary.
    C. All postings shall include the essential functions, work environment, physical and
        cognitive requirements, and selection criteria to be used, including any tests and/or skill
        assessment.
    D. Job announcements shall be posted for not less than five (5) business days.
           i. This period of time may be waived by the Executive Director.
3. Application.
    A. Form. All applications for employment shall be made on forms or methods prescribed
        by the City of Las Cruces’ Human Resources Department (hereinafter “Human
        Resources”).
           i. Although resumes that meet posted deadlines will be accepted, a City application
              form or release for reference check must also be completed by job applicants
              selected prior to or at the time of interview.
    B. Submittal. All applications shall be submitted to Human Resources, unless authorized in
        writing by the Executive Director.
    C. Rejection of Applicants. An applicant may be rejected if the applicant:
           i. Does not meet the minimum qualifications for the position;
          ii. Has falsified, omitted, misrepresented or provided misleading information on an
              application or resume (Employees who violate this Section shall be subject to
              disciplinary action, up to and including dismissal);
        iii. Is unable to perform the essential functions of the position, with or without
              reasonable accommodations;
         iv. Has been convicted of a crime that renders him or her unqualified for the position to
              which he/she has applied;
          v. Is under eighteen (18) years of age if being considered for Regular Full-time or Part-
              time employment;
         vi. Has established an unsatisfactory employment record;




 Chapter II - Section 2                                                                  Page 24
      vii. Advocates the overthrow of the government of the United States by force or
            violence;
     viii. Submitted an application after an announcement closed or submitted an application
            for an unannounced position;
       ix. Submitted an incomplete application and/or failed to provide copies of documents
            cited in the job announcement prior to a final decision on hiring;
        x. Receives a positive test result on a pre-employment drug test; or
       xi. Failed background investigations.
  D. Review and Referral. The intent of the application review process is to maximize
      reliability, objectivity, and validity through a practical and job-related assessment of
      whether the applicant meets the minimum qualifications required for the position.
         i. Selection Method. The Executive Director, in consultation with Human Resources,
            shall be responsible for determining valid selection methods to obtain the most
            qualified candidates for each vacancy.
        ii. Security. Selection material shall be confidential. Every precaution shall be taken
            by all persons participating in the development and maintenance of selection
            materials to maintain the highest level of integrity and security.
      iii. Nepotism Prohibited. Any supervisor or manager who is in a position to
            recommend employment or promotion of a relative (by blood, marriage, or domestic
            partnership) shall advise his or her immediate supervisor, and withdraw from the
            selection process.
             a. Any employee asked to participate in a selection process where a relative (by
                  blood, marriage, or domestic partnership) shall immediately inform the hiring
                  supervisor of their conflict of interest and withdraw from the selection process.
       iv. Preselection Prohibited. Employees shall not promise job appointments to any
            person. All inquiries regarding vacancies should be referred to Human Resources.
        v. Education and Experience Substitutions. All internal and external candidates
            seeking employment must meet the minimum qualifications outlined in the relevant
            job announcement. Should a job posting yield an insufficient pool of qualified
            candidates, the Executive Director in collaboration with Human Resources shall
            determine whether to extend the posting, re-post the position, or review applications
            for substitutions for degree requirements, education and/or experience.
             a. Substitution of Experience for Education. If an applicant does not possess the
                  required level of education one (1) year of relevant experience may be
                  substituted for each year of required education. Relevant experience is
                  experience that has equipped the applicant with the particular knowledge,
                  skills, and abilities to perform successfully the duties of the position and is
                  typically in or related to the work of the position to be filled.
                    • If an applicant possesses a non-related degree, consideration may be given
                       for relevant work experience.
                    • For example, if a position requires a Bachelor’s degree in Public
                       Administration and an applicant has no college credits, four (4) years of
                       professional-level accounting experience may substitute for a Bachelor’s




Chapter II - Section 2                                                                   Page 25
                     degree. If a positions requires a Master’s degree and an applicant has
                     neither a Bachelor’s degree or Master’s degree, six (6) years of relevant
                     experience may be substituted for the required education.
            b. Substitution of Education for Experience. Unless otherwise specified, one (1)
                year of relevant education at the undergraduate level may be substituted for
                one (1) year of required experience. Relevant education is education that has
                equipped the applicant with the particular knowledge, skills, and abilities to
                perform successfully the duties of the position and is typically in or related to
                the work of the position to be filled. Generally this substitution shall be limited
                to one-half (1/2) of the required experience.
                   • For example, if a position requires two (2) years of experience as an
                     Accounting Technician, thirty (30) credit hours of relevant study toward a
                     Bachelor’s degree may be substituted for one (1) year of experience.
                     Credit for one (1) year of experience shall be given for each year of (18
                     credit hours) education above the Bachelor degree level. For example, if a
                     position requires six (6) years of experience, a Master’s degree may be
                     substituted for two (2) of the required experience. Relevant courses may
                     be substituted for experience, provided an applicant submits a statement
                     identifying the course for which they wish to be credited.
            c. Level of Experience. Only related professional level experience shall be
                credited for professional positions. Professional level experience involves
                work that is intellectual and varied in nature, requires advanced knowledge and
                education, and the exercise of discretion and judgment.
                   • Non-professional level experience may not be substituted for the required
                     professional level experience. In certain instances, non-professional
                     experience may be substituted for educational requirements when the
                     applicant pool does not contain applicants who meet the minimum
                     requirements of the position.
                   • Supervisory level experience shall be credited if the experience involves
                     supervision of two (2) or more Full-time positions. Supervisory
                     experience involves work where one has the authority to conduct
                     performance evaluations, approve requests for leave, and make
                     recommendations regarding hiring, termination or other decisions
                     affecting the employment status of others.
            d. Non-Allowable Substitutions. For professions that require a college degree in
                order to obtain a license or certification to practice within the discipline,
                experience cannot serve as a substitute for education.
       vi. Appeal of Disqualification. Applicants may appeal their disqualification to Human
           Resources.
      vii. Interviews. The Executive Director or his or her designee shall arrange interviews
           and arrange a time and accessible location for the interview to take place.
            a. Interviews shall include a weighted scoring mechanism developed to provide a
                standardized way of rating answers to the interview questions.




Chapter II - Section 2                                                                   Page 26
                b. Applicants shall not be asked about items not relevant to the ability to do the
                     job.
                c. Applicants invited for interviews shall be notified that they can request
                     accommodations for a disability for the testing/interview processes and told
                     how to make that request.
                d. When a request for accommodation is received from an applicant, the contact
                     person for the accommodation request shall consult with Human Resources for
                     assistance.
                e. The Human Resources representative shall discuss the necessary
                     documentation of disability, the requested accommodation and possible
                     alternatives with the applicant.
                 f. The Human Resources representative shall make a decision regarding the
                     request, and if approved, take the necessary steps to ensure the accommodation
                     is provided. If the request is not approved, the Human Resources
                     representative shall inform the applicant of the reason for denial of the
                     requested accommodation, in writing, within three (3) working days of the
                     decision.
                        • Information about an applicant’s disability is CONFIDENTIAL and may
                          not be shared with search committee members or decision-makers in the
                          hiring process.
                g. The Executive Director or his or her designee is responsible for conducting
                     appropriate reference and employment verification.
4. Employment Testing. The Human Resource Director or his or her designee shall review all
   written, skills, and field testing procedures to assure that these tests are valid and conducted in
   a standardized and impartial manner and are job related. This review shall ensure that these
   tests can be quantitatively scored prior to being administered. The posted job announcement
   shall indicate that applicant testing shall be required, and an invitation to request any
   reasonable accommodation needed for the test. Requests for reasonable accommodation shall
   be processed in accordance with the Center’s Reasonable Accommodation Policy.
5. Administrative Hiring Procedures.
    A. Duties of Center Staff. When a Section of the Center has a staffing requirement,
         notification shall be prepared by the Executive Director or his or her designee and sent to
         Human Resources. The notification should include essential information required in the
         advertisement, including:
            i. Position title.
           ii. Desired start date.
         iii. Department and division.
          iv. Job term and type.
           v. Position control information.
          vi. Where and how long ads are to be published and funding source if advertisement is
               requested beyond the local market;
         vii. Funding source;




 Chapter II - Section 2                                                                     Page 27
     viii. If the position shall require a test to be administered, the requesting Section should
            specify the types of tests and special instructions needed for the administration of
            the tests; and
       ix. Other information as requested by the Human Resources Department.
  B. Duties of Human Resources.
         i. Establishes salary, grade/step, and job description, in consultation with the
            Executive Director.
        ii. If job description needs to be updated, Human Resources staff shall coordinate with
            the Executive Director to have it updated prior to job posting.
      iii. If job description has significant changes that increase or decrease job value, a new
            position evaluation shall be done. Human Resources shall recommend the new
            position value and salary range.
       iv. Job advertisement is posted by Human Resources in local newspapers, the City web
            site, and forwarded to local and national advertising agencies as requested by the
            Executive Director.
        v. Human Resources staff responds to requests for additional information from the
            public regarding job ads.
       vi. Human Resources staff may screen all applications, including job required
            credentials such as diplomas, licenses, certifications, etc.
      vii. Following the closing of the job advertisement, Human Resources staff:
             a. Reviews selection processes and methods;
             b. May rate the applications, or forwards applications to the Executive Director or
                  his or her designee for the screening, interview, and selection process; and
              c. May coordinate special tests such as written exams, or other job related
                  assessments.
  C. Duties of Center Staff. The Executive Director is accountable for insuring that any part
      of the hiring process they choose to do is accomplished following legally prescribed
      hiring processes.
         i. The Executive Director or his or her designee, in collaboration with Human
            Resources, shall determine the method for screening applications and set the date,
            location, and time for interviews.
        ii. The Executive Director or his or her designee completes reference checks on
            candidates prior to recommending the hire.
      iii. Once the selection process is complete, the Executive Director or his or her designee
            submits the Personnel Action Notice (PAN) along with the application and all
            applicant materials to Human Resources for processing.
       iv. Section Supervisors are responsible for notifying candidates interviewed but not
            selected following notification that the recommended hire has been approved.
        v. The Executive Director or his or her designee is responsible for providing Human
            Resources with all documentation, including rating sheets, interview questions
            asked and weighted answer sheet, test results, etc.
  D. Duties of Human Resources.




Chapter II - Section 2                                                                 Page 28
          i. Contacts the Executive Director or his or her designee to set starting date and
             informs the new employee of date, time, and place to report to work.
         ii. Sends out official letter of employment offer.
       iii. Schedules new employees for post offer testing.
        iv. Conducts criminal background checks and credit checks as applicable.
         v. In-processes selected new employees for employment, including:
              a. Obtains copies of the new employee’s relevant certifications, licenses, etc;
              b. Completes I-9 procedures;
              c. Processes post-offer testing results and informing department of results; and
              d. Provides new employee orientation.
6. Probation.
    A. Definition. Unless otherwise authorized by the Executive Director, probation is a twelve
       (12) month trial period during which a determination is made as to whether or not an
       employee is suitable for their position. A new employee serves “at will” and can be
       dismissed with or without cause by the Executive Director for any legal reason.
          i. New Hire Probation. Prior to the completion of the new hire probation period (12
             months), the Executive Director shall decide whether or not to recommend
             continued employment. If the decision is to discontinue employment, the incumbent
             shall be separated. If a decision is made to continue employment, a Personnel
             Action Notice shall be prepared by the Executive Director or his or her designee
             changing the incumbent from probationary status to regular status.
7. Immigration Law Compliance.
    A. In compliance with the Immigration Reform and Control Act of 1986, each new or
       rehired employee, as a condition of employment, must complete the Employment
       Eligibility Verification Form I-9 and present documentation establishing identity and
       employment eligibility.
    B. Non-citizen employees, whose work authorization has expired, shall not be scheduled to
       work and shall be placed on Leave Without Pay. The employee is responsible for
       obtaining Immigration and Naturalization documents verifying eligibility to work in the
       United States. Upon receipt of proper immigration documents, the I-9 form shall be
       updated and the employee may be eligible for re-instatement.
8. Employee Orientation.
    A. New Employee. New employees shall receive new employee orientation upon beginning
       Center service. The purpose of orientation is to ensure maximum understanding of the
       requirements and conditions under which the individual is expected to function. Human
       Resources shall coordinate orientation for new employees.
    B. Supervisor. The Executive Director shall ensure that the Section to which the new
       employee is to be assigned makes provisions for a supervisor to be available for specific
       orientation of the new employee regarding the functions, responsibilities, and unique
       requirements of the Section using the Center’s new employee checklist. The form shall
       be forwarded to Human Resources, within seven (7) days, for inclusion into the
       employee’s personnel file.




 Chapter II - Section 2                                                                Page 29
 II.3 - CLASSIFICATION PLAN
1. General. The Animal Service Center of the Mesilla Valley (hereinafter “Center”) has an
   ongoing Classification Plan.
2. Definitions.
   A. Allocation. When the Animal Service Center of the Mesilla Valley Board of Directors
        (hereinafter “Board”) appropriates personnel funds, the Executive Director uses those
        funds to allocate positions where needed throughout the Center.
    B. Class. One (1) or more positions which are sufficiently alike to warrant using the same
        or similar title, qualification requirements, specifications, and pay grade. It is commonly
        called "Classification."
   C. Classification Plan. The sum total of all class specifications in the service of the Center.
   D. Class Specification. A written description of a class, which includes the position, the
        title, a statement of duties and responsibilities, examples of typical duties performed, a
        statement of minimum qualification requirements, and a definition of working conditions.
    E. Non-Exempt Employees. Those whose duties, responsibilities, and compensation cause
        them to not be exempt from overtime requirements of the Fair Labor Standards Act.
    F. Reclassification. The reassignment of a position from one (1) class to a different class to
        correct an error in the original assignment or to recognize a significant change in the
        duties and responsibilities of a position.
          i. When a reclassification is requested to recognize a significant change in the duties
               and responsibilities of a position, the Executive Director or his or her designee shall
               complete and submit to the City of Las Cruces’ Human Resources Department
               (hereinafter “Human Resources”) a job analysis worksheet (Position Analysis
               Questionnaire) for evaluation and classification.
         ii. Reclassification shall not be used as a method of awarding an employee a salary
               increase. All reclassification recommendations or requests shall be presented to the
               Executive Director. The Executive Director or his or her designee may direct
               Human Resources to analyze the position and make a recommendation.
        iii. Although there may be various instances when a position is reclassified, such as
               during reorganization or when directed by the Executive Director, the customary
               time for submitting a request is at budget revision or prior to the budget cycle
               preparation. The ideal time is when the position is vacant.
   G. Salaried Exempt Employees. Those whose duties, responsibilities, and compensation
        render them exempt from overtime requirements of the Fair Labor Standards Act.
   H. Supervisor. An employee who devotes a substantial amount of work time in supervisory
        duties, who customarily directs the work of two (2) or more employees and who has
        authority to recommend the hiring, retaining, promoting, disciplining, adjustment of
        grievances, or evaluation of other employees. Does not include an individual who
        occasionally assumes a supervisory role or whose duties are substantially similar to those
        of subordinates, and does not include lead employees, employees who participate in peer
        review or occasional employee evaluation programs.




 Chapter II - Section 3                                                                     Page 30
3. Classification Categories. All regular positions in the Center employment are assigned as
   salaried Exempt (E) or Non-Exempt (N).
4. Salaried Exempt Upset Tests. The FLSA (2004 amendments) requires that any position
   assigned as salaried exempt must satisfy each and every one (1) of the "tests" cited in
   Subsection A, Subsection B, or Subsection C, D, or E of this Section. Positions which do not
   satisfy the "tests" in one (1) or more of those Subsections must be classified as Non-Exempt.
    A. Executive. Those assigned as salaried exempt executives for the Center must meet all of
         the following requirements:
            i. Compensation paid on a salary basis at a rate not less than four-hundred-fifty-five
               dollars ($455) per week;
           ii. Primary duty is managing a customarily recognized department or subdivision;
         iii. Customarily and regularly directs the work of at least two (2) or more other Full-
               time employees or their equivalent; and
          iv. Has authority to hire or fire other employees, or make such recommendations that
               are given particular weight.
    B. Administrative. Persons assigned as salaried exempt administrative employees for the
         Center must meet all of the following requirements:
            i. Compensation paid on a salary or fee basis at a rate not less than four-hundred-fifty-
               five dollars ($455) per week;
           ii. Primary duty is the performance of office or non-manual work directly related to the
               management of general business operations of the Center; and
         iii. Includes the exercise of discretion and independent judgment with respect to matters
               of significance.
    C. Professional. Individuals assigned as salaried exempt professionals must meet all of the
         following requirements:
            i. Compensated on a salary or fee basis at a rate not less than four-hundred-fifty-five
               dollars ($455) per week;
           ii. Primary duty is the performance of work requiring advanced knowledge, defined as
               work which is predominantly intellectual in character and which includes work
               requiring the consistent exercise of discretion and judgment; and
         iii. The advanced knowledge must be in a field of science or learning customarily
               acquired by a prolonged course of specialized intellectual instruction.
5. FLSA Exemption and Notification Policy.
    A. FLSA exemptions to the overtime requirements do not apply to manual laborers who
         perform work involving repetitive operations with their hands, physical skill and energy.
         The exemptions also do not apply to First Responders as defined by the 2003 FLSA
         Amendments.
    B. The Center prohibits improper pay deductions for exempt employees and shall reimburse
         employees for any improper deductions made. Any exempt employee who believes there
         have been improper pay deductions made shall immediately contact Human Resources
         and present the relevant evidence of said deductions. Human Resources shall take
         immediate action to investigate the issue and, if founded, correct the improper deduction.




 Chapter II - Section 3                                                                    Page 31
    C. Pursuant to principles of public accountability, for employees who accrue Annual Leave,
        Personal Leave, and Sick Leave, deductions from pay of exempt employees shall be
        taken for absences for personal reasons or illness or injury when leave is not used by the
        employee because:
          i. Permission for leave has not been sought or has been sought and denied;
         ii. Accrued leave has been exhausted; or
        iii. The employee chooses to use Leave Without Pay.
6. Position Assignments (To Position Classification/Salary Grades). Positions are assigned to
   a Grade/Classification based upon a variety of factors, including minimum requirements, span
   of control, extent of supervision or independent action needed, budgetary accountability,
   problem solving requirements, internal equity, and other job related factors essential to make
   an assignment determination.
7. Categories of Employment.
    A. Full-Time Regular. A Center employee budgeted to work thirty-five (35) or more hours
        per seven (7) day period, has completed the probationary period, and is entitled to all
        employee benefits.
    B. Full-Time Temporary. Center employee budgeted to work thirty-five (35) or more
        hours per seven (7) day period on a short-term appointment of less than nine (9) months,
        are given a definite termination date, and are not eligible for employee benefits.
    C. Probationary. A Full-time or Part-time employee who has not yet completed the twelve
        (12) month trial period for regular of employment. The probationary period is the final
        test in the selection process. Employees during the probationary period have no rights to
        the grievance and appeal procedures outlined in Chapter II, Section 11 of this Manual,
        and may be dismissed with or without cause for any legal reason.
    D. Part-Time Regular. A Center employee budgeted to work less than thirty-five (35)
        hours/week in a regular, budgeted job and has completed the probationary period. Part-
        time regular employees who are budgeted to work twenty (20) or more hours per seven
        (7) day period are eligible for prorated leave benefits.
    E. Part-Time Temporary. A Center employee budgeted to work less than thirty-five (35)
        hours per seven (7) day period on a short-term appointment of less than nine (9) months,
        are given a definite termination date, and are not eligible for employee benefits.
    F. Seasonal. A Full-time or Part-time employee hired to provide services during a
        particular season in accordance with FLSA, whose employment ends with the season.
        These employees are not eligible for employee benefits. In no event shall a seasonal
        employee work more than seven (7) consecutive months.
   G. Contract Employee. A person who contracts with the Center to perform a certain task
        for a set fee following a competitive process. A contract employee is not a Regular
        Center employee. All duties, conditions, appointment duration, salary, benefits, and other
        terms shall be specified by contract.
   H. Emergency Employee. A Full-time or Part-time person hired by the Center to ensure
        continuity of necessary services during an emergency. Emergency appointments need
        only approval by the Executive Director and are not eligible for any Center employee
        benefits. Emergency employees shall not exceed three (3) months in duration unless
        approved by the Executive Director.



 Chapter II - Section 3                                                                  Page 32
  I. Acting Employee. An incumbent appointed to temporarily assume the duties of a vacant
     position pending a regular competitive appointment. An incumbent normally assumes the
     acting appointment in addition to performance of his or her usual duties. However, an
     employee may be assigned by the Executive Director to perform duties in a position not
     related to their regular duties. For pay practices, refer to Chapter II, Section 4 of this
     Manual.
  J. Grant-Funded Employee. A Full-time or Part-time Center employee hired and
     compensated under a grant obtained by the Center for a specific program. If provided for
     in the grant, these employees are eligible for benefits based on budgeted hours. Grant
     funded employees shall not have access to the grievance procedures when the adverse
     action is a result of a change in the grant provisions.
  K. Independent Contractors. An individual who meets the IRS test for an independent
     contractor who is not a Center employee. These individuals are not eligible for any
     employee benefits and perform a specific task for a set fee without supervision by the
     Center.
       i. Procedures.
            a. Prior to securing the services on an individual the Executive Director or his or
                 her designee shall coordinate with Human Resources to make the
                 determination of whether the contemplated arrangement meets the test for an
                 independent contractor. If the funding source is a grant, the grant requirements
                 shall apply. If the contract is for more than two-thousand-five-hundred dollars
                 ($2,500) the City of Las Cruces’ Procurement Code shall apply.
            b. If the determination is made that the arrangements meets the test for an
                 independent contractor, the Executive Director or his or her designee shall
                 prepare an Independent Contractor Agreement using the Center’s template. If
                 the determination is made that the test cannot be met, Human Resources shall
                 assist the Executive Director with the appropriate hiring category under
                 Chapter II, Section 2 of this Manual.
            c. Once the Executive Director or his or her designee has developed the
                 independent contractor agreement, the agreement shall be sent to the City of
                 Las Cruces’ Legal Department for review of the agreement before either the
                 Executive Director or contractor has signed the agreement.
            d. Once approved by the Legal Department as to form, the agreement is sent back
                 to the Center for signatures of the Section Supervisor, Executive Director, and
                 contractor, both signing as “approvals” to the proposed agreement.
            e. The signed agreement is then sent to the City of Las Cruces’ Purchasing
                 Manager for execution and date of the completed agreement.
            f. Once signed, Purchasing shall issue the PO, send a copy of the executed
                 agreement to the contractor and to the Executive Director, and the original is
                 filed with the Center’s records.




Chapter II - Section 3                                                                 Page 33
 II.4 - COMPENSATION
1. General. The Compensation Plan shall consist of monetary (wages/salaries) compensation
   and shall strive for fair market compensation.
2. Total Compensation. The combination of wages/salaries plus all other benefits of value to
   the employee which result in a cost to the Animal Service Center of the Mesilla Valley
   (hereinafter “Center”).
3. Standards for Development of the Pay Compensation Plan. The Compensation Pay Plan is
   directly tied to the Classification Plan and is determined on the basis of:
    A. Uniformity of pay for each class;
    B. Relative difficulty and responsibility of positions;
    C. Prevailing wages within the identified relevant public and private sectors markets;
    D. Cost of living index;
    E. Financial policies of the Center;
    F. Difficulty in recruiting suitable employees; and
    G. Other economic considerations.
4. Administration and Amendments of the Pay Compensation Plan. The Executive Director
   shall be responsible for administering the Compensation Plan. The City of Las Cruces’
   Human Resources Department (hereinafter “Human Resources”) shall conduct periodic cost of
   living reviews and comparative wage surveys with other municipalities as well as the private
   sector.
    A. Human Resources shall recommend amendments to the Executive Director as
         appropriate. If approved by the Executive Director, amendments may be recommended
         to the Animal Service Center of the Mesilla Valley Board of Directors (hereinafter
         “Board”) through the budget approval process.
5. Entry Level Pay Rates. The entry level rate is the minimum rate in the pay grade for the
   position.
    A. The Executive Director may recommend for appointment a candidate above the entry
         level rate, to the midpoint of the pay grade if:
           i. There are a limited number of qualified applicants available at the entry level; or
          ii. The applicant has exceptional qualifications.
    B. Above the mid-point if:
           i. Multiple recruitments have failed to yield a qualified candidate;
          ii. The applicant has qualifications which are unique or critical; or
         iii. A test of the market reveals that the Center is not competitive.
6. Pay Rate Adjustments.
    A. Conditional Hires. If, after several recruitment attempts, no fully qualified candidate is
         identified, the Executive Director may recommend a salary offer five-percent (5%) lower
         than the entry level of the new pay range on a conditional basis of acceptable
         performance during the probationary period or thru the acquisition of appropriate
         licensures, certificates, or experience. At the end of the probationary period, if the




 Chapter II - Section 4                                                                 Page 34
       employee is performing the full scope of duties and responsibilities for the position, a pay
       rate adjustment shall be made to place the employee at the entry level for the position.
  B.   Transfers (Also Defined as Reassignment). When an employee is transferred
       (reassigned) from one (1) position to another within the same pay grade he or she shall
       continue to receive the same base rate
  C.   Promotions. Placement of an employee within a higher grade than the employee’s
       current assigned grade.
          i. The employee shall receive the higher of:
              a. Two-and-one-half-percent (2.5%) when the new position is one (1) salary
                   grade higher;
         ii. Five-percent (5%) when the new position is two (2) salary grades higher;
       iii. Seven-and-one-half-percent (7.5%) when the new position is three (3) salary grades
             higher;
        iv. Ten-percent (10%) when the new position if four (4) or more salary grades higher;
         v. Twelve-percent (12%) if moving from a non-exempt to a higher exempt position; or
        vi. Two-and-one-half-percent (2.5%) above the minimum of the new pay grade.
  D.   Conditional Promotions. If no qualified candidate is identified in multiple recruitment
       efforts, the hiring department may offer an internal candidate a conditional promotional
       opportunity.
          i. The employee shall receive half the promotion rate as defined in three (3) above.
         ii. At the end of the conditional period or thru the acquisition of appropriate licensures,
             certificates, or experience, if the employee is performing the full scope of duties and
             responsibilities for the position, a pay rate adjustment shall be made to place the
             employee at the full promotional rate as defined above.
  E.   Reclassifications. Reclassification is the reassignment of a position from one (1) class to
       a different class to recognize a significant change in the duties and responsibilities of the
       position/employee. For an upward reclassification the percentage increase shall be the
       higher of:
          i. Two-and-one-half-percent (2.5%) when the new position is one (1) salary grade
             higher;
         ii. Five-percent (5%) when the new position is two (2) salary grades higher;
       iii. Seven-and-one-half-percent (7.5%) when the new position is three (3) grades higher;
        iv. Ten-percent (10%) when the new position if four (4) or more salary grades higher;
         v. Twelve-percent (12%) if moving from a non-exempt to a higher exempt position; or
        vi. Two-and-one-half-percent (2.5%) above the minimum of the new pay grade.
       vii. For a downward reclassification the affected employee should be placed in the lower
             of their current percentile rank, or the maximum of their new pay grade.
  F.   Demotion. The placement of an employee within a lower grade than the employee’s
       current assigned grade resulting in a decrease in pay.
          i. In the case of a demotion, the employee shall be placed in the pay grade for the
             position they are being demoted to the maximum of the new pay grade.




Chapter II - Section 4                                                                    Page 35
   G. Full Reinstatement. When reinstated from layoff for lack of work, the employee shall
        be restored to the same grade and percentile rank of the grade the employee had at the
        time of the layoff.
   H. Reinstatement to a Lower Grade. If reinstated from a layoff to a lower grade, for
        whatever reason, the employee shall be placed in the pay grade for the position they are
        being reinstated to the maximum of the new pay grade.
    I. Exempt Employee Initial and Last Paycheck. Exempt employees shall be paid a
        proportionate part of the employee’s full salary for the time actually worked in the first
        and last week of employment at an hourly equivalent of the employee’s full salary.
    J. The Executive Director has discretion to review an individual's salary and make
        adjustments in the interest of parity or equity. Such salary adjustments are extraordinary
        and unusual and are to be considered, without precedent, on a case-by-case basis.
7. Hourly Rate, Regular Rate, and Hours Worked Defined and Exclusions Identified.
   A. The hourly rate is the hourly equivalent of all straight time compensation received by a
        non-exempt employee for work divided by the number of hours that money is intended to
        compensate.
   B. The regular hourly rate of pay of an employee is determined by dividing an employee’s
        total remuneration for employment (except statutory exclusions) in any workweek by the
        total number of hours actually worked in that workweek for which such compensation
        was paid.
   C. Hours worked includes all time an employee must be on duty, or on the employer’s
        premises or at any other prescribed place of work.
   D. Exclusions from the hourly and regular rate include payment for occasional periods when
        no work is performed due to vacation, holiday, illness, failure of employer to provide
        sufficient work, absence due to authorized leave, Jury Duty, Leave Without Pay, or any
        payments to an employee which are not made as compensation for the employee’s regular
        hours of employment.
8. Eligibility for Overtime Pay.
   A. FLSA non-exempt employees (except seasonal workers) shall become eligible to be
        compensated at one-and-one-half (1.5) times the regular rate per hour for all time worked
        in excess of forty (40) hours during a regularly scheduled seven (7) day work week.
        Occasional periods when no work is performed due to lack of work, paid leave, or unpaid
        leave cannot be counted as time worked. Those periods, whether paid or not, must be
        deducted and cannot be included as time worked.
   B. Waiting time; rest and meal periods; sleep; travel time during the course of the work day;
        out-of-town travel; pre-shift and post-shift activities; lecture and training time; civic and
        charitable time; and voting time may be counted as hours worked. Out-of-town travel
        expenses shall be reimbursed in accordance with the FLSA, state law, and the Center’s
        “Use of Center Vehicle” policy.
   C. FLSA exempt employees are not eligible for overtime pay.
9. Eligibility for Compensatory Time Off.
   A. Management is authorized to compensate non-exempt employees with time off when they
        work in excess of forty (40) hours in a seven (7) day period, or for work hours designated




 Chapter II - Section 4                                                                    Page 36
       as eligible for premium overtime pay. Management must advise employees scheduled to
       work overtime that he or she shall be rewarded monetarily at one-and-one-half (1.5) times
       the regular rate for all time worked in excess of forty (40) hours in a seven (7) day period
       or with time off at one-and-one-half (1.5) times all time worked in excess of forty (40)
       hours in a seven (7) day period.
          i. The use of compensatory time off in lieu of cash overtime compensation for non-
             exempt employees must be by agreement or understanding between the employer
             and employee. This agreement must be reached before the work in question is
             performed.
         ii. Management shall not permit non-exempt employees who were compensated with
             time off to accrue more than:
               a. Four-hundred-eighty (480) hours of unused compensatory time (320 hours of
                   overtime worked) if engaged in public safety or emergency response activities.
              b. Sixty (60) hours of unused compensatory time (40 hours of overtime worked)
                   for non-public safety employees.
               c. When an employee reaches the maximum compensatory time accrual, he or
                   she can no longer accrue compensatory time and must be paid in cash for all
                   overtime hours worked.
       iii. Requests to use earned compensatory time shall be processed in the same manner as
             requests to use Annual Leave.
        iv. An employee who has been approved for the use of earned compensatory time shall
             not change that leave to sick leave, when applicable, without presenting
             management with a physician’s statement verifying the illness.
         v. Unused compensatory time earned during the twelve (12) months of the fiscal year
             must be paid out by the end of the fiscal year and cannot be carried forward, except
             with the written authorization of the Executive Director.
        vi. Compensatory time off should be allowed when requested by the employee
             provided it does not unduly disrupt the activities of the Center.
       vii. The Center supervisors may direct the use of compensatory time.
      viii. Upon termination for any reason, employees shall be paid for unused compensatory
             time. Payment shall be computed by multiplying unused compensatory time by the
             employee's final normal per hour rate.
        ix. If an employee demotes or transfers from one (1) non-exempt position to another
             non-exempt position, the employee’s accrued compensatory time off balance, up to
             the maximum allowable accrual shall be carried forward with the employee. Any
             accrual in excess of the allowed maximum shall be paid at the time of promotion,
             transfer or demotion.
         x. If an employee promotes from one (1) non-exempt position to another non-exempt
             position, the employee’s accrued compensatory time off balance shall be paid at the
             employee’s current hourly rate of pay before promoting.
        xi. Compensatory time accrual balances shall be paid at the employee’s current regular
             rate of pay before demoting or transferring when the new classification is not




Chapter II - Section 4                                                                   Page 37
              eligible for compensatory time or accruals of compensatory time exceed the
              maximum of the employee’s new job classification.
        xii. FLSA exempt employees are not eligible for compensatory time off.
10. Record Keeping Under FLSA.
    A. The Center must maintain and preserve records for three (3) years of:
           i. Timesheets for each non-exempt employee and leave authorizations for all
              employees;
          ii. Authorization by Center supervisors for all overtime worked;
        iii. The number of compensatory hours earned each workweek, or other applicable
              work period, by each employee. (The hours must be calculated at a rate of one-and-
              one-half [1.5] hours); and
         iv. The number of hours of compensatory time used each workweek, by the employee.
11. Standby Pay. Standby pay shall be used to compensate non-exempt employees required to
    make their time available to the Center after regular working hours.
    A. Definitions.
           i. Standby Employee. An individual who, though off duty, is required to be available
              and able to respond to inquiries by telephone, pager or radio and/or, if necessary,
              return to duty.
          ii. Standby Pay. Compensation paid in addition to the hourly base rate to individuals
              required to be “on call.” Extra compensation is paid to the on call employee for
              making their time available to the Center after regular working hours.
        iii. Standby Period. All those hours spent on call during a twenty-four (24) hour period
              established by the Center.
         iv. Straight Overtime Rate. Calculated at one-and-one-half (1.5) the hourly base rate
              multiplied by the number of hours in excess of forty (40) hours worked per week.
          v. Regular Rate. Regular hours plus overtime hours multiplied by the hourly rate
              plus standby pay divided by the total hours multiplied by one-and-one-half (1.5).
         vi. Show Up Pay. Sometimes referred to as call-back pay. This payment is awarded to
              designated non-exempt employees who are not on stand-by but are required to
              report for duty from off-duty status and who are responding for less than two (2)
              hours of duty. It is calculated at one-and-one-half (1.5) multiplied by the hourly
              base rate multiplied by two (2) hours.
     B. Procedure.
           i. The Executive Director shall decide specifically which employee(s) in each job title
              will be assigned to take “standby duty” and receive the additional compensation.
              These decisions shall be made fairly and equitably using work and skill related
              factors, unless operational needs dictate otherwise.
          ii. The employee should receive clear advance notice that he or she will be “on
              standby.”
        iii. Standby period begins after the completion of the regularly scheduled work day and
              continues until resuming work the following work day, unless a defined length of




   Chapter II - Section 4                                                                Page 38
              time is determined prior to the time on call status begins. Standby status includes
              providing coverage during the lunch period.
       iv.    Employees on standby shall be considered engaged by the Center at the time they
              leave home until the work is completed. This time shall be counted as time worked
              time and shall be recorded as such on the Standby Report by the employee. Travel
              time shall not apply when the employee is requested to report before or after their
              regular starting time. The employee shall be paid one-and-one-half (1.5) times their
              regular rate of pay for extra hours worked if it results in hours worked in excess of
              forty (40) hours for the pay period.
        v.    An employee who is stand-by must meet the following criteria:
                a. Thoroughly check the working status of the beeper, cell phone or radio before
                    “standby” status begins and maintain it in operational mode at all times;
               b. Stay within beeper, cell phone, or radio range;
                c. When notified by beeper, radio, or telephone, the employee must call in within
                    five (5) minutes;
               d. Must leave the location where the call is received within ten (10) minutes or
                    less after receiving the call; and
                e. Must arrive in “fit” condition.
                f. Failure to adhere to these criteria may result in the loss of standby pay for the
                    period.
       vi.    If an employee does not meet the criteria defined in “v” of this Subsection, he or she
              shall forfeit “standby” pay from the time of the first attempt to contact him or her to
              the end of the standby period and may be subject to disciplinary action.
      vii.    Each employee on standby after regular working hours shall receive adequate
              compensation for standby status at the designated rate of sixty-five dollars ($65) per
              week or nine dollars and twenty-nine cents ($9.29) per day.
      viii.   A standby employee who is called back to work for two (2) hours or less, after
              leaving the worksite at the end of the regular work period, during the standby period
              shall be paid two (2) hours of show-up pay, except as defined in “xi” of this
              Subsection.
       ix.    If the employee remains at work following the expiration of the two (2) hour period
              or is called back before its expiration, they shall be compensation with overtime pay
              at the premium overtime rate for additional time worked beyond the two (2) hour
              period.
        x.    If the employee is released from work after the expiration of that two (2) hour
              period, and re-called to work, the employee shall be compensated only for additional
              hours worked at the premium overtime rate.
       xi.    A standby employee who remains at work directly at the end of a scheduled work
              shift or is called to report early (within two [2] hours of their scheduled work time)
              or remain late when call out continues to the regular starting time, shall be paid for
              straight overtime for the extra hours worked if the additional hours result in hours
              worked in excess of forty (40) hours in the work week.




Chapter II - Section 4                                                                     Page 39
          xii. The standby employee is expected to respond to telephone inquiries during the on
               call period without additional compensation.
         xiii. An employee responding to a call-out shall assess the situation and need prior to
               calling out additional staff and shall describe the justification for additional staff on
               the Standby Form.
         xiv. Employees called out shall complete the Standby Form for each situation and submit
               the completed forms to their immediate supervisor by the start of the next business
               day.
     C. Miscellaneous.
            i. Positions designated for standby status shall be recommended and justified to the
               Executive Director.
           ii. Time sheets shall list approved personnel on standby status.
          iii. An internal audit of all standby positions may be conducted as assigned by the
               Executive Director.
12. Trading Time Permitted. Employees may mutually agree to exchange scheduled work days,
    shifts or hours of work with the advance approval of their supervisor provided:
     A. Both employees have given supervision prior notification regarding the trade;
     B. It is voluntary on the part of both employees;
     C. It is at the employee's request and not the employer's;
     D. The trade must be between two employees who have the same type of job; and
     E. Such change does not result in the application of overtime or compensatory time off.
13. Flexible and Alternate Work Schedule. Employees may be allowed flexibility in scheduling
    their weekly and daily work hours with their supervisor’s approval.
     A. Alternate work schedules are for longer time periods.
     B. The selected schedule must be approved in writing by the employee's supervisor and the
          Executive Director and cannot be changed unless approved in advance by the supervisor.
     C. Alternate work schedules should not conflict with departmental staff meetings or other
          standing meetings in which the employee's attendance is necessary.
     D. The Executive Director may at any time change any or all the terms and conditions under
          which the employee is authorized to participate in an alternate work schedule, or
          withdraw authorization entirely.
     E. Alternate schedules should be coordinated in order to provide adequate coverage.
     F. An alternate work schedule is typically not suitable for those employees with
          responsibilities that require daily supervision of staff.
     G. Exempt employees approved for an alternate work schedule must be available when
          business necessitates regardless of the approved alternate schedule.
14. Joint Employment Relationships. Personnel employed by the Center in more than one (1)
    capacity must be paid on the basis of total time worked. The exception to this extends to
    salaried non-exempt employees who volunteer to work after regular hours in Center sponsored
    recreational activities or other casual assignments that are unrelated to the employee's regular
    position. Employees may not volunteer to work for the Center after regular hours when the
    volunteer activities are related to the employee’s regular position.



   Chapter II - Section 4                                                                     Page 40
    A. ** NOTE: For more information specific to employees working in more than one (1) job,
        please contact Human Resources or refer to FLSA regulations governing joint
        employment relationships.
15. Pay Practice for Acting Appointments.
    A. When an acting appointment exceeds thirty (30) days, additional compensation to the
        minimum of the assigned pay grade or a five-percent (5%) pay increase, whichever is
        greater, shall be awarded. Acting appointments shall not be continued for more than six
        (6) months, except due to extraordinary circumstances. The Executive Director may
        extend the acting appointment in writing, in increments not to exceed six (6) months.
    B. Employees appointed to acting positions may be eligible for additional compensation
        prior to the thirty (30) day threshold if the acting assignment is significantly more
        responsible, difficult, or technical than the employee’s regular duties.




  Chapter II - Section 4                                                              Page 41
 II.5 - LEAVE, ATTENDANCE, AND HOLIDAYS
1. Leave Definitions. An employee benefit made available by the Animal Service Center of the
   Mesilla Valley (hereinafter “Center”) for eligible employees.
    A. Each eligible employee must submit a written request two (2) weeks in advance of the
         time he or she elects to be absent from regular duties.
    B. Exceptions may be made in cases of illness, accident, or emergency.
    C. Written requests for leave do not guarantee that the request will be approved.
         Supervision shall consider each request on a case-by-case basis.
    D. Approval shall be considered in terms of workload, staffing levels, availability of
         personnel, timeliness, and other job-related factors.
2. Rest Periods (breaks). Subject to work schedules and service delivery needs, Full-time, non-
   exempt, unrepresented, non-public safety employees may be allowed a rest period of up to
   fifteen (15) minutes in each half of the work shift.
    A. Rest periods can not be accumulated from day to day and can not be used in conjunction
         with other paid time off, starting and quitting times, or the lunch period.
    B. Rest periods need to be strictly scheduled and are subject to cancellation and interruption
         by the supervisors, customers, or service delivery needs.
    C. Rest periods shall be taken at their original time and can not be rescheduled due to
         interruptions or cancellations.
    D. These rest periods are to provide employees time away from their duties to return
         personal calls, check cell phone messages, smoke or to attend to other personal needs.
3. Attendance/Punctuality.
    A. Whenever possible, time off should be scheduled in advance.
    B. Excessive unscheduled absenteeism or failing to be punctual can adversely affect the
         quality of services, the workload of co-workers, and the employee’s work record.
    C. Repeated unscheduled absences, even for legitimate reasons, shall be subject to review
         and progressive discipline may be initiated.
    D. Employees are personally responsible for properly notifying their immediate supervisor
         or designee in advance of the scheduled work shift whenever they will be absent, late, or
         need to leave early.
4. Definitions.
    A. Scheduled Absences. Pre-planned periods of time off which an employee and his or her
         immediate supervisor mutually agree to before the absence is to occur.
    B. Unscheduled Absences. Unplanned time off to which an employee and his or immediate
         supervisor did not mutually agree in advance.
           i. An unscheduled absence may be paid if sufficient leave accruals are available and
               the supervisor or designee is properly notified before the shift begins.
          ii. The supervisor retains the right to approve/disapprove use of Sick Leave accruals if
               proper notification of the absence is not received.
    C. Absence. Includes missing an entire scheduled shift of work or reporting to work more
         than two (2) hours late or not staying through at least one-half (1/2) of a scheduled shift.



 Chapter II - Section 5                                                                    Page 42
   D. Failure to Report on Time. Arriving or “clocking in” after the official starting time, or
       leaving or “clocking out” before the official quitting time, without advance approval.
   E. Failure to Notify Supervisor. If an employee fails to properly notify his/her immediate
       supervisor or designee of an absence, he or she shall not be paid for such absence.
         i. Three (3) consecutive unscheduled absences without calling may constitute a
            presumption of job abandonment and the employee may be deemed to have
            voluntarily resigned their position.
             a. In this situation, the employee shall be ineligible for future re-hire.
    F. Extenuating Circumstances. Occasionally, there may be situations which could be
       exempt from the disciplinary measures of this policy.
         i. Should such a case arise, the employee should review the events that occurred with
            the Executive Director.
   G. Incarceration. An employee who is arrested or incarcerated by authorities shall not be
       granted any form of Paid Leave to serve periods of confinement or incarceration
       (generally excluding pre-trial confinement).
5. Leave and Pay Deductions for Exempt Employees.
   A. FLSA Leave for Exempt Employees.
         i. Pursuant to principles of public accountability, for employees who accrue Annual
            Leave, Personal Leave, and Sick Leave, exempt employees shall receive deductions
            from their leave balance for any Annual, Sick, or Personal Leave taken, whether or
            not the leave is for less than one (1) full work day.
             a. If the exempt employee does not have accrued leave to cover the absence, the
                  employee shall be placed on Leave With Pay for the day. However, such leave
                  shall not be construed as approval by the Center of such leave, nor shall the
                  Center be prohibited from taking appropriate disciplinary action.
        ii. Exempt employees shall adhere to the same procedures followed by non-exempt
            employees governing requests and documentation of all leave.
   B. FLSA Pay Deductions for Exempt Employees.
         i. The FLSA allows for the following pay deductions for exempt employees:
             a. For penalties imposed for infractions of safety rules of major significance.
                    • Safety rules of major significance include those relating to the prevention
                       of serious danger in the workplace or to other employees.
             b. For unpaid disciplinary suspension of one (1) or more full days for infractions
                  of serious work place conduct rules including discrimination, harassment,
                  violence, or violation of law.
              c. For Leave Without Pay while using Family and Medical Leave Act (FMLA)
                  for a qualifying event.
             d. For partial work weeks during the initial or terminal week of employment.
                    • In these allowable situations, the Center shall pay a proportionate part of
                       the employee’s full salary for any time actually worked based on the
                       hourly equivalent of the employee’s full salary.




 Chapter II - Section 5                                                                 Page 43
              e. For absences for personal reasons or illness or injury when leave is not used by
                   the employee because:
                     • Permission for use of accrued leave has not been sought or has been
                        sought and denied;
                     • Accrued leave has been exhausted; or
                     • The employee chooses to use Leave Without Pay
6. Annual Leave. Annual Leave (also referred to as vacation) may be taken from time to time,
   normally in four (4) hour increments depending on unused accrual and prior approval by
   supervision.
    A. Eligibility depends on the following criteria:
          i. Individual must be employed in a position eligible for Annual Leave accruals.
         ii. Annual Leave shall "accrue" (if so approved and budgeted for) to regular and
             probationary Full-time employees and to regular and probationary Part-time
             employees based on eligible hours from date of regular appointment at the following
             accrual rates, depending on years of service. Annual Lave shall accrue to contract
             employees in accordance with the terms of the contract and shall accrue for grant-
             funded employees in accordance with the terms of the grant.

                                  YEARS OF SERVICE               REGULAR F/T 40 HRS/WK
         During 1st Year          56 hrs/yr                      (7 days)
         2nd and 3rd Year         80 hrs/yr                      (10 days)
         4th - 10th Year          120 hrs/yr                     (15 days)
         11th + Years             160 hrs/yr                     (20 days)

       iii. An employee who has been approved for Annual Leave shall not change that leave
            to Sick Leave, when applicable, without presenting to management a physician’s
            statement verifying the illness.
       iv. Exceptions to this policy can be made under extraordinary circumstances upon
            approval by the Executive Director.
7. Annual Leave Maximum Accrual Allowance.
   A. No more than two-hundred forty (240) hours (30 days) of Annual Leave shall be carried
      forward from one (1) calendar year to a subsequent calendar year. All unused accrued
      Annual Leave in excess of these hours shall be forfeited at the beginning of the first full
      payroll of each calendar year.
   B. When an employee terminates for any reason, he or she shall be paid for all earned
      Annual Leave up to two-hundred-forty (240) hours (30 days) plus accrued Annual Leave
      for the current calendar year unused by date of termination.
   C. Employees who voluntarily retire and begin receiving a Public Employees Retirement
      Association of New Mexico (PERA) pension, shall be paid for all accrued Annual Leave
      even if in excess of two-hundred-forty (240) hours, but not to exceed the aggregate of
      thirty (30) days plus Annual Leave accrued but not used since the beginning of the
      calendar year.




 Chapter II - Section 5                                                                 Page 44
    D. Exceptions to this policy can be made under extraordinary circumstances upon approval
         by the Executive Director.
8. Personal Leave. Regular and probationary employees shall accrue, (if so approved and
   budgeted for) at the beginning of the first full payroll of each calendar year, personal time off
   to conduct personal business as described below. The amount of Personal Leave authorized
   each calendar year is determined according to the employee’s schedule. Personal Leave shall
   accrue to contract employees in accordance with the terms of the contract and for grant-funded
   employees, in accordance with the terms of the grant.
    A. Eight (8) hours per calendar year for employee’s who are budgeted to work thirty-five
         (35) or more hours per week.
    B. Accrual of Personal Leave by Part-time regular employees shall be based on regular
         hours worked.
    C. All unused Personal Leave shall be forfeited effective midnight, at the beginning of the
         first full pay period of each calendar year.
    D. Personal Leave must be approved in advance and requested using the Request for Leave
         Form.
    E. An employee who has been approved for the use of Personal Leave shall not change that
         leave to Sick Leave, when applicable, without presenting management with a physician’s
         statement verifying the illness.
9. Sick Leave. Sick Leave is an employee benefit provided by the Center which provides time
   off from regular duty, with pay when an employee is unable to work due to illness, for an
   FMLA qualifying event, or for an illness in the immediate family.
    A. Immediate family shall be defined as spouse, minor child, or stepchild (dependant), an
         individual for whom the employee is a court appointed legal guardian, or domestic
         partner and their minor children.
    B. Employees using Sick Leave accruals shall submit a Leave Request Form prior to or
         immediately upon return to work.
    C. A supervisor may verify use of Sick Leave by requesting a physician’s statement
         confirming the illness.
    D. Sick Leave shall "accrue" (if so approved and budgeted for) to regular and probationary
         Full-time employees based on eligible hours worked to regular and probationary Part-
         time employees from date of regular appointment as follows:
           i. Ninety-six (96) hours (12 days) for employees who work forty (40) hours per week.
    E. Abuse of Sick Leave may result in disciplinary action up to and including termination.
           i. Sick Leave abuse is defined as charging Sick Leave for work absences when not
                sick, except for an FMLA qualifying event, or use of Sick Leave for doctor
                appointments.
          ii. Any of the following conditions may indicate a need to review Sick Leave use:
                 a. Patterns of use; e.g., after pay day, using the same day of the week repeatedly,
                      the day before or after regularly scheduled holidays, Annual Leave, or
                      weekends;




 Chapter II - Section 5                                                                    Page 45
                b. When attempting to contact an employee and finding the employee not home,
                     reported or having been seen in an activity which belies the statement of
                     illness, as well as other possible actions; or
                 c. When a review of leave reveals that Sick Leave is being used at the same rate
                     that it is being accrued.
     F. Whenever an employee has been absent from duty because of an injury, or has been
         absent from duty for three (3) or more consecutive calendar days, the supervisor shall
         initiate the FMLA procedures.
    G. All absences from the work station to visit a medical facility shall be charged to available
         Sick Leave, Annual Leave, Personal Leave, or accrued compensatory time balances and
         are to receive prior approval by the supervisor.
10. Sick Leave Maximum Accumulation Allowance.
    A. No more than one-thousand-five-hundred-sixty (1,560) hours (195 days) of Sick Leave
         shall be carried forward from one (1) calendar year to a subsequent calendar year.
     B. Employees who have accumulated Sick Leave in excess of three-hundred (300) hours
         (37.5 days) may, at their option, sell back to the Center any hours in excess of three-
         hundred (300) hours (37.5 days) in accordance with the following provisions:
           i. Notification of intent to sell Sick Leave must be given to the employee's supervisor
               between November 1 and November 15. Maximum Sick Leave that may be sold
               back to the Center in any given year shall be two-hundred-forty (240) hours (30
               days). Maximum sell back for employees retiring from the Center shall be eight-
               hundred-thirty-six (836) hours (104.5 days).
    C. The rate of exchange for Sick Leave shall be at a ratio of three-to-one (3:1) and shall be
         paid in accordance with the following schedule:
           i. Employees who elect to convert to Annual Leave: Sick Leave converted to Annual
               Leave shall be posted to employee's record at the beginning of the first full pay
               period of the following year.
          ii. Employees who elect to receive payment for Sick Leave: An extra payment shall be
               made in the first fifteen (15) days in December.
                a. EXAMPLE: An employee with accrued Sick Leave of five-hundred-ten (51)
                     hours may sell two-hundred-ten (210) hours back to the Center for seventy (70)
                     hours of Annual Leave or a payment to be computed as seventy (70) hours at
                     current hourly rate. In the case of payment, normal federal and state
                     deductions shall be withheld.
    D. Voluntary Termination Provisions. Upon voluntary termination without prejudice,
         payments of unused Sick Leave in excess of three-hundred (300) to a limit of two-
         hundred-forty (240) hours shall be made to employees in accordance with Section 9.A. of
         this document, “Leave, Attendance, and Holidays”. No payment for Sick Leave shall be
         made to employees whose termination is involuntary or whose resignation is accepted
         with prejudice.
     E. Retirement Provisions. Employees with ten (10) or more years of service, who retire
         while on the active payroll, shall be paid for unused Sick Leave to a limit of eight-
         hundred-thirty-six (836) hours at a ratio of two to one (2:1). No payment for Sick Leave
         shall be made to employees whose resignation is accepted with prejudice.



   Chapter II - Section 5                                                                Page 46
     F. Death Provisions. The beneficiary of an employee who dies while on active duty with
          ten (10) or more years of service shall be paid for the deceased employee's unused Sick
          Leave at the retirement rate.
11. Bereavement Leave. Employees may take up to three (3) days paid Bereavement for a death
    in the immediate family.
     A. For the purpose of this Section, immediate family shall include: Parents, stepparents,
          spouse, children, stepchildren, siblings, step-siblings, grandparents, legal guardian,
          domestic partner, or eligible dependent.
     B. Payment for Bereavement Leave shall be computed at the bereaved employee's regular
          base rate.
     C. Employees shall be granted one (1) day paid Bereavement Leave for a death of their
          mother-in-law, father-in-law, aunt, uncle, grandparents-in-law, and grandchildren or
          mother or father of a qualifying domestic partner,
     D. One (1) additional Bereavement Leave day shall be allowed if the funeral is being held at
          a location greater than three-hundred (300) miles from the City of Las Cruces.
     E. If requested by the supervisor, an employee must present reasonable proof of death,
          relationship, and/or attendance at the service.
12. Military Leave. It is the policy of the Center to grant Military Leave of Absence as required
    by state and federal law and to provide certain benefits to employees granted such leave.
    There are two (2) types of Military Leave.
     A. Definitions:
            i. Persons Covered. Uniformed Services Employment and Reemployment Rights Act
                (USERRA) covers a person, who is a member of, applies to be a member of,
                performs, has performed, applies to perform, or has an obligation to perform
                “service” in a “uniformed service” and who separates from military service under
                “Honorable” conditions.
           ii. Service. The performance of duty on a voluntary or involuntary basis and includes
                the following:
                 a. Active duty;
                 b. Active duty for training;
                 c. Inactive duty for training;
                 d. Inactive duty training;
                 e. Full-time National Guard duty; and
                  f. Absence to take a Fitness-for-Duty Evaluation.
          iii. Uniformed Services.
                 a. The Armed Forces – Army, Navy, Marine Corp, Air Force, Coast Guard
                      (including their respective reserve branches);
                 b. The Army and Air National Guard;
                 c. The commissioned Corps of the Public Health Service; and
                 d. Any other category designated by the President in time of war or emergency.
     B. Military/Reserve Training.




   Chapter II - Section 5                                                               Page 47
       i. Active Duty/Active Duty for Training. Applies to persons who are members, or
          become members, of the United States Armed Forces Reserve Units, National
          Guard or Naval Militia, and are on federally funded military duty. During a Military
          Service Training Leave (not to exceed a total of one-hundred-sixty [160] hours in
          any federal fiscal year, unless otherwise approved by the Executive Director for
          extenuating circumstances), employees shall continue to receive their regular pay
          from the Center, provided the reservist gives advance notice to the Center that they
          will be absent from their position of employment to perform active duty or active
          duty training.
      ii. Procedure.
           a. All employees ordered to active duty must present their orders, or other official
                military documentation validating Military Leave requirement, to supervision
                no later than three (3) days after orders were received. Upon receipt of such
                documentation from the employee, the supervisor shall forward a copy to
                Human Resources for inclusion in the personnel folder and attach a copy to the
                Leave Request Form for Payroll.
           b. All employees, including seasonal, temporary, or provisional employees and
                those on probation status, shall be compensated at the base rate for all hours
                usually worked up to one-hundred-sixty (160) hours of annual active duty or
                active duty training based on the federal fiscal year of October 1 through
                September 30.
            c. The Center may replace employees ordered to active duty or active duty
                training with other persons provided the employee is hired with full knowledge
                and understanding that the veteran returning from active duty has a right to his
                or her previous position with the Center and the replacement worker shall be
                separated.
           d. Military Leave is a special Paid Leave benefit and is not charged against the
                accumulated Annual or Sick Leave balance, unless additional military duty is
                needed. Military Leave in excess of one-hundred-sixty (160) hours per year
                may be charged to Annual Leave or Leave Without Pay (excused) at the
                employee’s option.
     iii. Inactive Duty Training. Military reservists and guards persons shall be allowed to
          attend Inactive Duty Training (IDT), however the Center is not obligated to provide
          compensation for the period of IDT.
  C. Military Service Leave for Tour of Duty. This leave is applicable to any employee
     who enters active duty or is called to active duty.
       i. The Center shall grant an authorized absence to employees who elect or are required
          to perform service in uniformed services, to the full extent required by the
          USERRA. An individual employee’s service limitation, available benefits, and
          reemployment rights shall be determined in accordance with applicable provisions
          of this law.
  D. Notice Requirements. All employees being called to military service must provide the
     Center with advanced notice either written or orally. Unless otherwise impossible or
     unreasonable, an employee who fails to give notice prior to military service shall not be
     afforded the protections offered by USERRA.



Chapter II - Section 5                                                                Page 48
  E. Health Insurance. The Center shall provide continuation of existing health care benefits
     for a period of thirty (30) days to provide transition to military coverage. The veteran is
     then allowed to elect to continue health insurance during times of service for a maximum
     period of eighteen (18) months beginning on the date in which the employee’s absence
     begins; or the day after the date on which the employee fails to apply for or return to
     employment. An employee electing to continue health plan coverage under USERRA
     shall be required to pay up to one-hundred-two-percent (102%) of the full premium paid
     by the other employees, except that an employee who performs military service for less
     than thirty-one (31) days may not be required to pay more than the employee’s share for
     such coverage.
  F. Duration of Rights. The accumulated length of a person’s absence from employment
     may not exceed five (5) years. Each time an employee is absent due to military service,
     the time the employee is absent shall be counted against the five (5) year limit.
       i. Certain categories of service are exempt from the five (5) year limitation and
           include:
             a. Service required beyond five (5) years to complete an initial period of
                 obligated service;
            b. Service from which a person through no fault of the person, is unable to obtain
                 a release within the five (5) year limit;
             c. Required training for reservist and national guard members (the 14 or 15 days
                 of full time duty for training each year and the one [1] weekend per month);
            d. Service under an involuntary order to, or to be retained on, active duty during a
                 domestic emergency or national security-related situation;
             e. Service under an order to, or to remain on, active duty during a war, a national
                 emergency declared by the president or Congress;
             f. Active duty in support of an “operational mission” for which selected reservists
                 have been ordered to active duty without their consent;
             g. Service by persons who are ordered to active duty in support of a “critical
                 mission or requirement”; and
            h. Federal service by members of the National Guard called into action by the
                 President to suppress an insurrection, propel and invasion, or to execute the
                 laws of the United States.
  G. Returning to Work. Depending on the duration of the veteran’s military service,
     USERRA grants windows during which a veteran released from active duty must return
     to work.
       i. Service Less than Thirty-One (31) Days. A veteran serving less than thirty-one (31)
           days must report to work by the beginning of the first regularly-scheduled day that
           would fall eight (8) hours after the veteran return home from Military Leave. If
           timely reporting back to work would be impossible or unreasonable, through no
           fault of the veteran, the veteran must report back to work as soon as possible.
      ii. Absence for Fitness-for-Duty Evaluation. For veterans who are absent to take a
           Fitness-for-Duty Evaluation, the veteran must report to his or her employer by the
           beginning of the first regularly-scheduled work day that would fall eight (8) hours
           after the veteran returns home.



Chapter II - Section 5                                                                Page 49
     iii. Service from Thirty-One (31) to One-Hundred-Eighty (180) Days. For veterans
           absent from employment for thirty-one (31) to one-hundred-eighty (180) days, an
           application for reemployment must be submitted either orally or in writing no later
           than fourteen (14) days after completion of the veteran’s service. If timely
           submission of an application is impossible or unreasonable, through no fault of the
           veteran, the veteran must submit the application as soon as possible.
      iv. Service of One-Hundred-Eighty-One (181) or More Days. For veterans serving for
           one-hundred-eight-one (181) or more days, an application for reemployment must
           be submitted either orally or in writing, no later than ninety (90) days after
           completion of service.
       v. Extension of Deadlines. For veterans who are hospitalized for, or convalescing
           from, an illness or injury incurred in, or aggravated during, the performance of
           service, the reporting or application deadlines are extended for up to two (2) years.
           A veteran who does not timely report or submit an application for reemployment
           becomes subject to the employer’s rules governing unexcused absences.
  H. Documentation. The Center has the right to request documentation showing that a
     veteran is eligible for reemployment if that veteran has been absent for a period of service
     of thirty-one (31) days or more. The Center is entitled to documentation showing the
     following:
        i. The veteran’s application for reemployment is timely;
       ii. The veteran has not exceeded the five (5) year service limitation; and
     iii. The veteran’s separation from service is under honorable conditions.
  I. Undue Hardship. The Center is not required to reemploy a veteran if the Center’s
     circumstances have so changed to make such reemployment impossible or unreasonable.
        i. Undue hardship is defined as:
            a. Where reinstatement would require creation of a useless job or where there has
                been a reduction in workforce that reasonably would have included the veteran.
            b. When the veteran is not qualified for a position due to disability or another
                bona-fide reason after reasonable efforts have been undertaken to qualify the
                person.
  J. Re-employment. A regular Full-time employee who has completed his or her initial
     employment period and who enlists, is drafted, or is called to active duty, and who is
     granted a Military Leave shall:
        i. When he or she returns from active service to the Center, he or she shall be added to
           the Center’s health plan on their return date without additional probationary period
           or delays on pre-existing conditions.
       ii. Receive retirement service credit as though continuously employed by the Center as
           per rules and regulation of PERA.
     iii. Be credited with continues accumulation of seniority for up to four (4) years while
           on active duty.
      iv. Be reinstated to the same job or one (1) of similar seniority, status and pay (even if
           that means bumping or otherwise removing the employee’s replacement). If the
           employee has:




Chapter II - Section 5                                                                 Page 50
               a. Received an honorable discharge or satisfactory completion certificate;
               b. Sought reemployment with the Center within thirty-one (31) days of discharge
                    if the employee’s tour of duty was less than twelve (12) weeks or within ninety
                    (90) days if the tour of duty was longer than twelve (12) weeks.
          v. Be placed in a position of similar status, pay, and seniority for which the returning
              employee is qualified if he/she is no longer qualified for the position held prior to
              active duty because of a disability sustained while in the military unless the Center’s
              circumstances have so changed as to make it impossible or unreasonable to do so.
13. Jury Duty or Court Leave.
    A. Jury Duty with regular pay is authorized only when the employee is required to
        involuntarily serve as a juror.
           i. Jury Duty payment shall be authorized only when the employee serves on a day
              which would have been a regularly scheduled workday. Payment shall not be
              authorized when employees serve on Jury Duty while on the inactive payroll,
              Annual Leave, or on days when he or she was not scheduled to work.
          ii. If excused by the court during a regular workday, employees are expected to return
              to work if serving within the City of Las Cruces.
         iii. Upon returning from Jury Duty, the employee must present an attendance record,
              validated by the Court Clerk, to supervision. A copy of the summons, subpoena, or
              court order and the attendance record must accompany the employee's time sheet to
              the Center’s payroll representative.
         iv. Any fees and allowances paid to an employee by the court (except reimbursement
              for travel and actual out-of-pocket expenses) may be retained only if the employee is
              on Leave without Pay or Annual Leave status. Otherwise, all fees received from the
              court (except for travel or out-of-pocket expenses) shall be remitted to the Center.
     B. Court Leave with regular pay is authorized when an employee is required to testify on
        behalf of the Center, the City of Las Cruces government, or Dona Ana County
        government in a matter that came about as a result of his or her employment. This benefit
        is not authorized in matters in which the employee is a private litigant.
14. Family and Medical Leave.
    A. Policy. The Center shall provide up to twelve (12) weeks of job-protected leave to
        eligible employees for family and medical reasons consistent with the FMLA, relevant
        state law, and collective bargaining agreements and plans.
     B. Definitions.
           i. Rolling Calendar Year. The twelve (12) month period is measured forward from the
              date any employee’s first FMLA Leave begins.
          ii. Employee is Needed to Care for a Family Member. When the employee is needed
              to provide physical or psychological care which includes situations where:
               a. Because of a serious health condition, the family member is unable to care for
                    his or her own basic medical, hygienic, nutritional or safety needs; or is unable
                    to transport himself or herself to the doctor.




   Chapter II - Section 5                                                                  Page 51
               b. The employee is needed to provide psychological comfort and reassurance that
                    would be beneficial to a child, spouse or parent with a serious health condition
                    who is receiving inpatient or home care.
                c. The employee may be needed to fill in for others who are caring for the family
                    member, or to make arrangements for changes in care, such as transfer to a
                    nursing home.
       iii.   Health Care Provider.
                a. A doctor of medicine or osteopathy who is authorized to practice medicine or
                    surgery by the state in which the doctor practices.
               b. Others capable of providing health care services including only:
                      • Podiatrists, dentists, clinical psychologists, optometrists, and chiropractors
                         (limited to treatment consisting of manual manipulation of the spine to
                         correct a subluxation as demonstrated by x-ray to exist) authorized to
                         practice in the state.
                      • Nurse practitioners and nurse-midwives who are authorized to practice
                         under state law.
                      • Christian Science practitioners listed with the First Church of Christ,
                         Scientist in Boston, Massachusetts.
                      • Clinical Social Worker.
                      • Any health care provider from whom an employer or the employer’s group
                         health plan’s benefits manager shall accept certification of the existence of
                         a serious health condition to substantiate a claim for benefits, including a
                         foreign physician.
       iv.    Incapable of Self-Care. Incapable of self-care means that the individual requires
              active assistance or supervision to provide daily self-care in three (3) or more of the
              Activities of Daily Living (ADLs) or instrumental ADLs.
        v.    Loco Parentis. Persons who are in loco parentis include those with day-to-day
              responsibilities to care for and financially support a child, or in the case of an
              employee, who had such responsibility for the employee when the employee was a
              child. A biological or legal relationship is not necessary.
       vi.    Parents. A biological parent or an individual who stands or stood in loco parentis to
              an employee when the employee was a child. This term does not include parent in
              law.
      vii.    Physical or Mental Disability. A physical or mental impairment that substantially
              limits one (1) or more of the major life activities of an individual.
      viii.   Serious Health Condition. For purposes of the FMLA, serious health condition
              means an illness, injury, impairment, or physical or mental condition that involves:
                a. Inpatient care, i.e., an overnight stay in a hospital, hospice, or residential care
                    facility, including any period of incapacity or any subsequent treatment in
                    connection with such inpatient care; or
               b. Continuing treatment by a health care provider that involves:




Chapter II - Section 5                                                                      Page 52
                    • A period of incapacity (i.e., inability to work, attend school or perform
                       other regular daily activities due to the serious health condition, treatment
                       therefore, or recovery therefrom) of more than three (3) consecutive
                       calendar days; and
                    • Any subsequent treatment or period of incapacity relating to the same
                       condition, that also involves:
                    • Treatment two (2) or more times by a health care provider, by a nurse or
                       physician’s assistant under direct supervision of a health care provider, or
                       by a provider of health care services (e.g. physical therapist) under order
                       or, on referral by, a health care provider; or
                    • One (1) treatment session by a physician which results in a regimen of
                       continuing treatment by a health care provider, or at least under the
                       supervision of the health care provider; or
             c.   Pregnancy. Any period of incapacity due to pregnancy, or for prenatal care.
                  This absence qualifies for FMLA Leave even though the employee does not
                  receive treatment from a health care provider during the absence, and even if
                  the absence does not last more than three (3) days; or
             d.   Chronic Serious Health Condition. Any period of incapacity or treatment for
                  such incapacity due to a chronic serious health condition. This absence
                  qualifies for FMLA Leave even though the employee or immediate family
                  member does not receive treatment from a health care provider during the
                  absence, and even if the absence does not last more than three (3) days.
                  Chronic serious health condition is defined as one (1) which:
                    • Requires periodic visits for treatment by a health care provider, or by a
                       nurse or physician’s assistant under direct supervision of a health care
                       provider;
                    • Continues over an extended period of time; and
                    • May cause episodic rather than a continuing period of incapacity (e.g.
                       asthma, diabetes, epilepsy, etc.) or
             e.   Permanent or long term condition for which treatment may not be effective.
                  The employee or family member must be under the continuing supervision of,
                  but need not be receiving active treatment by, a health care provider (e.g.
                  Alzheimer’s, severe stroke, or at the terminal stages of a disease); or
             f.   Multiple treatments by a health care provider or a provider of health care
                  services under order of, or on referral by, a health care provider, either for
                  restorative surgery after an accident or other injury, or for a condition that
                  would likely result in a period of incapacity of more than three (3) consecutive
                  calendar days in the absence of medical intervention such as cancer (radiation,
                  chemotherapy, etc.), severe arthritis (physical therapy), or kidney disease
                  (dialysis).
             g.   Son or Daughter. A biological, adopted, or foster child, a stepchild, a legal
                  ward, or a child of a person standing in loco parentis, who is either under age
                  eighteen (18), or age eighteen (18) or older and incapable of self-care because
                  of a mental or physical disability.



Chapter II - Section 5                                                                     Page 53
            h. Spouse. A spouse means a husband or wife as defined or recognized under
                state law for purposes of marriage in the state where the employee resides,
                including common law marriage in states where it is recognized.
             i. Domestic Partner. Two (2) individuals who are in a mutually exclusive,
                committed relationship for the last twelve (12) months, who share a primary
                residence, who are jointly responsible for the common welfare of each other,
                who share financial obligations and have executed an affidavit of domestic
                partnership with Human Resources and granted domestic partnership status.
            j. Unable to Perform the Functions of the Position of the Employee. Where the
                health care provider finds that the employee is unable to work at all or is
                unable to perform any of the essential functions of the employee’s position
                within the meaning of the Americans with Disabilities Act.
            k. Exigent Circumstances. Allowing family members to help assist when a
                spouse, son, daughter, or parent is on "active duty or call to active duty" status
                or just returning from active duty.
       ix. Eligibility, Qualifying Reasons for Leave.
            a. Employee Eligibility.
                   • The employee must have worked for the Center for at least one (1) year;
                      and
                   • The employee must have worked at least one-thousand two-hundred-fifty
                      (1,250) hours during the twelve (12) months immediately preceding the
                      request. The Fair Labor Standards Act requires employers to count hours
                      of work only, not paid hours such as vacation, holidays, sick pay, unpaid
                      leave of any kind, or period of layoff.
            b. Reasons for Taking a Qualifying Leave.
                   • For the birth of the employee’s child, and to care for such child.
                   • For the placement of a child for adoption or foster care. Circumstances
                      may require that leave for the birth of a child, or for placement for
                      adoption or foster care, be taken prior to the actual birth or placement.
                   • To care for the employee’s seriously ill spouse, son or daughter, or parent
                      or the qualifying domestic partner.
                   • Because of a serious health condition that makes the employee unable to
                      perform one (1) or more of the essential functions of an employee’s job.
                   • Because of any qualifying exigency arising out of the fact that the spouse,
                      or a son, daughter, or parent of the employee is on active duty (or has been
                      notified of an impending call or order to active duty) in the Armed Forces
                      in support of a contingency operation.
                   • Care for a covered servicemember.
        x. Types of Leave. Based on a “rolling calendar year”, the Center shall provide up to
           twelve (12) weeks of job-protected leave to eligible employees.
            a. Full Twelve (12) Week Leave. This leave is taken in one (1) block of twelve
                (12) weeks due to a single qualifying event.




Chapter II - Section 5                                                                  Page 54
            b. Intermittent Leave. This is leave taken in separate blocks of time due to a
                single qualifying reason. Leave may be taken for an hour or more to several
                weeks.
            c. Reduced Leave Schedule. This is a leave schedule that reduces an employee’s
                usual number of working hours per workweek, or hours per workday.
            d. Leave may be taken intermittently or on a reduced leave schedule when
                medically necessary for planned and/or unanticipated medical treatment of a
                related serious health condition by or under the supervision of a health care
                provider, or for recovery from treatment or recovery from a serious health
                condition. It may also be taken to provide care or psychological comfort to an
                immediate family member with a serious health condition.
       xi. Qualifying Exigency Leave. Eligible employees may take FMLA leave while the
           employee's spouse, son, daughter, or parent (the "covered military member") is on
           active duty or call to active duty status for one (1) or more of the following
           qualifying exigencies:
            a. Short-Notice Deployment.
                   • To address any issue that arises from the fact that a covered military
                     member is notified of an impending call or order to active duty in support
                     of a contingency operation seven (7) or less calendar days prior to the date
                     of deployment; and
                   • Leave taken for this purpose can be used for a period of seven (7) calendar
                     days beginning on the date a covered military member is notified of an
                     impending call or order to active duty in support of a contingency
                     operation.
            b. Military Events and Related Activities.
                   • To attend any official ceremony, program, or event sponsored by the
                     military that is related to the active duty or call to active duty status of a
                     covered military member; and
                   • To attend family support or assistance programs and informational
                     briefings sponsored or promoted by the military, military service
                     organizations, or the American Red Cross that are related to the active
                     duty or call to active duty status of a covered military member.
            c. Childcare and School Activities.
                   • To arrange for alternative childcare when the active duty or call to active
                     duty status of a covered military member necessitates a change in the
                     existing childcare arrangement for a biological, adopted, or foster child, a
                     stepchild, or a legal ward of a covered military member, or a child for
                     whom a covered military member stands in loco parentis, who is either
                     under eighteen (18) years of age, or eighteen (18) years of age or older and
                     incapable of self-care because of a mental or physical disability at the time
                     that FMLA leave is to commence;
                   • To provide childcare on an urgent, immediate need basis (but not on a
                     routine, regular, or everyday basis) when the need to provide such care




Chapter II - Section 5                                                                   Page 55
                     arises from the active duty or call to active duty status of a covered
                     military member for a biological, adopted, or foster child, a stepchild, or a
                     legal ward of a covered military member, or a child for whom a covered
                     military member stands in loco parentis, who is either under eighteen (18)
                     years of age, or eighteen (18) years of age or older and incapable of self-
                     care because of a mental or physical disability at the time that FMLA
                     leave is to commence;
                  • To enroll in or transfer to a new school or day care facility a biological,
                     adopted, or foster child, a stepchild, or a legal ward of the covered military
                     member, or a child for whom the covered military member stands in loco
                     parentis, who is either under eighteen (18) years of age, or eighteen (18)
                     years of age or older and incapable of self-care because of a mental or
                     physical disability at the time that FMLA leave is to commence, when
                     enrollment or transfer is necessitated by the active duty or call to active
                     duty status of a covered military member; and
                  • To attend meetings with staff at a school or a daycare facility, such as
                     meetings with school officials regarding disciplinary measures, parent-
                     teacher conferences, or meetings with school counselors, for a biological,
                     adopted, or foster child, a stepchild, or a legal ward of the covered military
                     member, or a child for whom the covered military member stands in loco
                     parentis, who is either under eighteen (18) years of age, or eighteen (18)
                     years of age or older and incapable of self-care because of a mental or
                     physical disability at the time that FMLA leave is to commence, when
                     such meetings are necessary due to circumstances arising from the active
                     duty or call to active duty status of a covered military member.
             d. Financial and Legal Arrangements.
                  • To make or update financial or legal arrangements to address the covered
                     military member's absence while on active duty or call to active duty
                     status, such as preparing and executing financial and healthcare powers of
                     attorney, transferring bank account signature authority, enrolling in the
                     Defense Enrollment Eligibility Reporting System (DEERS), obtaining
                     military identification cards, or preparing or updating a will or living trust;
                     and
                  • To act as the covered military member's representative before a federal,
                     state, or local agency for purposes of obtaining, arranging, or appealing
                     military service benefits while the covered military member is on active
                     duty or call to active duty status, and for a period of ninety (90) days
                     following the termination of the covered military member's active duty
                     status.
             e. Counseling. To attend counseling provided by someone other than a health
                care provider for oneself, for the covered military member, or for the
                biological, adopted, or foster child, a stepchild, or a legal ward of the covered
                military member, or a child for whom the covered military member stands in
                loco parentis, who is either under eighteen (18) years of age, or eighteen (18)
                years of age or older and incapable of self-care because of a mental or physical



Chapter II - Section 5                                                                    Page 56
                disability at the time that FMLA leave is to commence, provided that the need
                for counseling arises from the active duty or call to active duty status of a
                covered military member.
            f. Rest and Recuperation.
                   • To spend time with a covered military member who is on short-term,
                     temporary, rest and recuperation leave during the period of deployment;
                   • Eligible employees may take up to five (5) days of leave for each instance
                     of rest and recuperation;
            g. Post-Deployment Activities.
                   • To attend arrival ceremonies, reintegration briefings and events, and any
                     other official ceremony or program sponsored by the military for a period
                     of ninety (90) days following the termination of the covered military
                     member's active duty status; and
                   • To address issues that arise from the death of a covered military member
                     while on active duty status, such as meeting and recovering the body of the
                     covered military member and making funeral arrangements;
            h. Additional Activities. To address other events which arise out of the covered
                military member's active duty or call to active duty status provided that the
                employer and employee agree that such leave shall qualify as an exigency, and
                agree to both the timing and duration of such leave.
      xii. Care for a Covered Servicemember.
            a. Eligible employees are entitled to FMLA leave to care for a current member of
                the Armed Forces, including a member of the National Guard or Reserves, or a
                member of the Armed Forces, the National Guard, or Reserves who is on the
                temporary disability retired list, who has a serious injury or illness incurred in
                the line of duty on active duty for which he or she is undergoing medical
                treatment, recuperation, or therapy; or otherwise in outpatient status; or
                otherwise on the temporary disability retired list. Eligible employees may not
                take leave under this provision to care for former members of the Armed
                Forces, former members of the National Guard and Reserves, and members on
                the permanent disability retired list.
                   • Serious Injury or Illness. An injury or illness incurred by a covered
                     servicemember in the line of duty on active duty that may render the
                     servicemember medically unfit to perform the duties of his or her office,
                     grade, rank, or rating.
                   • Outpatient Status (with respect to a covered servicemember). The status
                     of a member of the Armed Forces assigned to either a military medical
                     treatment facility as an outpatient; or a unit established for the purpose of
                     providing command and control of members of the Armed Forces
                     receiving medical care as outpatients.
                   • In order to care for a covered servicemember, an eligible employee must
                     be the spouse, son, daughter, or parent, or next of kin of a covered
                     servicemember.




Chapter II - Section 5                                                                  Page 57
                   • Son or Daughter of a Covered Servicemember. The covered
                      servicemember's biological, adopted, or foster child, stepchild, legal ward,
                      or a child for whom the covered servicemember stood in loco parentis, and
                      who is of any age.
                   • Parent of a Covered Servicemember. A covered servicemember's
                      biological, adoptive, step or foster father or mother, or any other individual
                      who stood in loco parentis to the covered servicemember. This term does
                      not include parents "in law."
                   • Next of Kin of a Covered Servicemember. The nearest blood relative,
                      other than the covered servicemember's spouse, parent, son, or daughter, in
                      the following order of priority:
                        (i) Blood relatives who have been granted legal custody of the
                           servicemember by court decree or statutory provisions;
                        (ii) Brothers and sisters, grandparents, aunts and uncles, and first
                           cousins, unless the covered servicemember has specifically designated
                           in writing another blood relative as his or her nearest blood relative for
                           purposes of military caregiver leave under the FMLA;
                        (iii) When no such designation is made, and there are multiple family
                           members with the same level of relationship to the covered
                           servicemember, all such family members shall be considered the
                           covered servicemember's next of kin and may take FMLA leave to
                           provide care to the covered servicemember, either consecutively or
                           simultaneously;
                        (iv) When such designation has been made, the designated individual
                           shall be deemed to be the covered servicemember's only next of kin;
                        (v) Alternatively, where a covered servicemember has a sibling(s) and
                           designates a cousin as his or her next of kin for FMLA purposes, then
                           only the designated cousin is eligible as the covered servicemember's
                           next of kin;
                        (vi) The Center may require an employee to provide confirmation of
                           covered family relationship to the covered servicemember.
      xiii. An eligible employee is entitled to twenty-six (26) workweeks of leave to care for a
            covered servicemember with a serious injury or illness during a "single twelve (12)
            month period."
             a. The "single twelve (12) month period" begins on the first day the eligible
                 employee takes FMLA leave to care for a covered servicemember and ends
                 twelve (12) months after that date. If an eligible employee does not take all of
                 his or her twenty-six (26) workweeks of leave entitlement to care for a covered
                 servicemember during this "single twelve (12) month period," the remaining
                 part of his or her twenty-six (26) workweeks of leave entitlement to care for
                 the covered servicemember is forfeited.
             b. The leave entitlement is to be applied on a per-covered-servicemember, per-
                 injury basis such that an eligible employee may be entitled to take more than
                 one (1) period of twenty-six (26) workweeks of leave if the leave is to care for



Chapter II - Section 5                                                                     Page 58
                different covered servicemembers or to care for the same servicemember with
                a subsequent serious injury or illness, except that no more than twenty-six (26)
                workweeks of leave may be taken within any "single twelve (12) month period.
             c. An eligible employee may take more than one (1) period of twenty-six (26)
                workweeks of leave to care for a covered servicemember with more than one
                (1) serious injury or illness only when the serious injury or illness is a
                subsequent serious injury or illness.
            d. When an eligible employee takes leave to care for more than one (1) covered
                servicemember or for a subsequent serious injury or illness of the same
                covered servicemember, and the "single twelve (12) month periods"
                corresponding to the different military caregiver leave entitlements overlap, the
                employee is limited to taking no more than twenty-six (26) workweeks of leave
                in each "single twelve (12) month period."
             e. An eligible employee is entitled to a combined total of twenty-six (26)
                workweeks of leave for any FMLA-qualifying reason during the "single twelve
                (12) month period" provided that the employee is entitled to no more than
                twelve (12) weeks of leave for one (1) or more of the following:
                   • Because of the birth of a son or daughter of the employee and in order to
                      care for such son or daughter;
                   • Because of the placement of a son or daughter with the employee for
                      adoption or foster care; in order to care for the spouse, son, daughter, or
                      parent with a serious health condition; and/or
                   • Because of the employee's own serious health condition; or because of a
                      qualifying exigency.
             f. A husband and wife, employed by the Center, and who are eligible for FMLA
                leave may be limited to a combined total of twenty-six (26) workweeks of
                leave during the "single twelve (12) month period" if the leave is taken for:
                   • The birth of the employee's son or daughter or to care for the child after
                      birth;
                   • For placement of a son or daughter with the employee for adoption or
                      foster care, or to care for the child after placement;
                   • To care for the employee's parent with a serious health condition; or
                   • To care for a covered servicemember with a serious injury or illness.
      xiv. Transfer of Employee to an Alternative Position. If an employee needs intermittent
           leave or leave on a reduced leave schedule, the Center may require the employee to
           transfer temporarily, to an available alternative position for which the employee is
           qualified and which better accommodates recurring period of leave than does the
           employee’s regular position.
       xv. Substitution of Paid Leave for FMLA Leave. The Center requires an employee to
           substitute Paid Leave for FMLA Leave. Therefore, FMLA Leave runs concurrently
           with any accrued Paid Leave such as Annual Leave or Sick Leave and with
           Workers’ Compensation at a rate not less than forty (40) hours per pay period.
           Employees are not required to use any accrued Sick Leave when the FMLA




Chapter II - Section 5                                                                 Page 59
            qualifying event is for the serious health condition of a family member, or for
            Paternity Leave. Once accrued Paid Leave is exhausted, the employee, whether
            exempt of non-exempt, shall be placed on Leave Without Pay. An exempt
            employee who has exhausted accrued Paid Leave who is taking intermittent FMLA
            Leave shall be paid a proportionate part of the full salary for time actually worked.
       xvi. Medical/Exigency Certification.
             a. Where FMLA Qualifying Leave is foreseeable and thirty (30) days notice has
                 been provided, an employee must provide the required certification before
                 leave begins.
             b. Where FMLA Qualifying Leave is not foreseeable, an employee must provide
                 notice to the employer of the need for leave as soon as practicable (1 or 2
                 working days is expected except in extraordinary circumstances). The
                 employee must then provide the required certification within fifteen (15)
                 working days.
             c. The Center may require medical certification to support a FMLA Qualifying
                 Leave request either to care for an employee’s seriously ill family member, or
                 for leave due to a serious health condition that makes the employee unable to
                 perform the functions of his or her job.
             d. Employees returning from FMLA Leave for a qualifying event related to
                 personal illness or injury must provide a medical release to return to work to
                 the Human Resources Director or designee prior to their return when
                 practicable.
             e. Employees qualifying for FMLA Leave are required to provide medical
                 updates to the Human Resources Director or designee every thirty (30)
                 working days, or as needed and requested.
      xvii. Designating Leave.
             a. The Center may make a preliminary designation of leave as FMLA qualifying
                 if medical certification was not provided prior to the beginning of leave, or if
                 the Center is waiting for a second or third medical opinion.
             b. Where the Center has knowledge that an employee’s leave qualifies as FMLA
                 Leave and does not designate the leave as such, the Center may not designate
                 leave retroactively as FMLA Leave unless:
                    • The employee has been out of work and the employer does not learn of the
                      reason for the leave until after the employee returns (in which case the
                      Center must designate the leave upon the employee’s return to work); or
                    • The Center has provisionally designated leave as FMLA Leave and awaits
                      receipt of a medical certification or other reasonable documentation.
             c. If the employee gives notice of the reason of the leave later than two (2) days
                 after returning to work, the employee is not entitled to the protections of the
                 FMLA.
     xviii. Job Benefits and Protection.
             a. During an FMLA Qualifying Leave, the employee and dependent health and
                 dental insurance is maintained on the same basis as coverage would have been




Chapter II - Section 5                                                                 Page 60
                provided if the employee had been continuously employed during the entire
                leave period.
            b. An eligible employee returning from a FMLA Qualifying Leave is entitled to
                be restored to the same position and shift that the employee held when the
                FMLA Qualifying Leave began, or to an equivalent position and shift with
                equivalent benefits, pay, and other terms and conditions of employment.
            c. Provided the employee returns to work immediately following his/her FMLA
                Qualifying Leave benefits must be resumed upon the employee’s return to
                work at the same level as were provided when leave began. Any new or
                additional coverage or changes in health benefits must be made available to an
                employee while on FMLA Qualifying Leave.
      xix. Procedures and Responsibilities.
            a. Employee Requests.
                  • Employees must request FMLA Leave thirty (30) days in advance or as
                     soon a practicable by completing the FMLA Leave Request Form and
                     submitting it to their immediate supervisor. The form is then to be routed
                     to Human Resources within two (2) days of its receipt. If the employee is
                     unable to complete the form, due to circumstances relating to a serious
                     health condition, the form may be initiated by supervisory staff.
                  • The employee must ensure that the Certification of Physician or
                     Practitioner is completed immediately and submitted to Human Resources.
            b. Employer Initiation. The supervisor shall notify Human Resources when an
                employee has been absent three (3) consecutive calendar days, at which time
                Human Resources shall make a preliminary designation of leave as FMLA
                qualifying if medical certification was not provided prior to the beginning of
                leave.
            c. In either an employee initiated or employer designated FMLA Leave, Human
                Resources shall provide the employee with the following:
                  • Notice describing the employee’s obligations and explaining the
                     consequence of a failure to meet the obligations.
                  • Notice that the leave shall be counted against the employee’s twelve (12)
                     weeks of FMLA Leave.
                  • Medical certification requirements.
                  • Employee’s right to use Paid Leave and the employer’s requirement of
                     substitution of Paid Leave.
                  • Requirements concerning payment of health insurance premiums.
                  • The employee’s potential liability for payment of health insurance
                     premiums paid by the employer during FMLA Leave if the employee fails
                     to return to work for at least thirty (30) calendar days after taking the
                     leave.
                  • Requirements of a Fitness-for-Duty Certificate for the employee to be
                     restored to employment.




Chapter II - Section 5                                                                Page 61
                       • The employee’s rights to restoration to the same or an equivalent job upon
                         return from FMLA Leave.
                       • It may be necessary for an employee to take more leave than originally
                         anticipated. Conversely, an employee may discover after beginning leave
                         that the circumstances have changed and the amount of leave originally
                         anticipated is no longer necessary. An employee may not be required to
                         take more FMLA leave than necessary to resolve the circumstance that
                         precipitated the need for leave. In both of these situations the employee
                         shall provide two (2) business days written notice of the changed
                         circumstances to Human Resources, where foreseeable.
         xx. Appeal Process. If an employee believes that his or her rights under the FMLA have
               been violated, he or she may:
                a. Internal. Contact Human Resources.
                b. External.
                       • File or have another person file on his or her behalf, a complaint with the
                         Secretary of Labor. The complaint may be filed in person, by mail or by
                         telephone, with the Wage and Hour Division, Employment Standards
                         Administration, U.S. Department of Labor. The complaint may be filed at
                         any local office of the Wage and Hour Division; the address may be found
                         in the telephone directory.
                       • A complaint filed with the Secretary of Labor should be filed within a
                         reasonable time after the employee discovers that his/her FMLA rights
                         may have been violated, but in no event more than two (2) years from the
                         date the alleged violation occurred, or within three (3) years in the case of
                         an alleged willful violation.
                       • File a private lawsuit pursuant to Section 107 of the FMLA.
15. Leave Without Pay Status. This classification (hereinafter “LWOP”) may be awarded
    voluntarily or involuntarily for a variety of reasons. While an employee is on LWOP status,
    they are on the inactive payroll and all employer benefit contributions are suspended. Note:
    the FMLA provides for a continuation of benefit payments for qualifying events.
     A. Involuntary LWOP. Employees are usually assigned to this status for disciplinary
         reasons as a result of employee misconduct. In those cases, LWOP status assumes the
         form of suspension from duty without pay for a specific period of time. In other special
         cases, involuntary LWOP may result from administrative action in order to accommodate
         an employee who has exhausted all other types of Leave With Pay. In every case,
         involuntary LWOP status is initiated by management and approved by the Executive
         Director.
     B. Voluntary LWOP. This type of leave may be requested by employees for a variety of
         reasons not covered under the Family and Medical Leave Act. Approval of LWOP is
         discretionary on a case-by-case basis. Each request shall be considered in terms of work
         load, staffing levels, business necessity, availability of personnel, timeliness, reason for
         leave, and other job-related factors.
     C. Reinstatement from LWOP Status. Reinstatement shall be made only if a vacant
         position exists for which the employee who was on LWOP qualifies. The Executive



   Chapter II - Section 5                                                                   Page 62
         Director shall make the final determination concerning reinstatement based on suitability,
         budgetary constraints, staffing levels, and other related factors.
     D. Continuation of Certain Benefits During LWOP Status. The immediate supervisor is
         charged with the responsibility to make sure that employees placed on LWOP status
         receive information on what happens to their benefits during that period. The employee
         may continue as a member of the Employee Health Care Plan in accordance with the
         provisions of the applicable insurance contract by paying the Consolidated Omnibus
         Budget Reconciliation Act (COBRA) rate both his/her share and the Center’s share.
16. Workers’ Compensation Pay Status. When an employee is receiving Workers’
    Compensation benefits as a result of on-the-job illness or injury, the employee may continue as
    a participant in the Center’s group insurance by continuing to pay the employee’s portion of
    the premium. The employee in this status shall be designated for payroll purposes as being on
    Leave Without Pay. Employees on LWOP due to a Workers’ Compensation Injury shall
    accrue Annual Leave, time in grade and longevity credits only. However, the accruals shall
    not be posted until such time that the employee returns to the active payroll.
17. Holidays. This Holiday Policy has been constructed in an effort to allow the Center to remain
    open to the public as many days as possible while providing the employees of the Center a fair
    and equal Holiday schedule. Since the animals housed at the Center require care provided
    every day of the year, many Center employees are needed to work even when the facility is
    closed to the public. This policy has been determined to be the most cost effective approach
    and most equitable option for Center employees, as it provides each employee with as many
    Holidays as provided to the regular employees of the City of Las Cruces and Doña Ana
    County.
     A. Scheduled Holidays. The Center shall be scheduled for closure to the public each year
         on four (4) designated Holidays: Easter Sunday, Thanksgiving, Christmas, and New
         Years Day.
     B. Floating Holiday Leave.
            i. Nine (9) additional days shall be designated each year by the Executive Director on
               which Full-time employees shall accrue one (1) Floating Holiday. Eight (8) of these
               days shall be designated by the Executive Director on which Part-time employees
               shall accrue one (1) prorated Floating Holiday.
                a. For Full-time employees: Each Floating Holiday shall be equal to eight (8)
                     hours of pay at the employee’s regular hourly rate; and shall be taken in eight
                     (8) hour increments.
                b. For Part-time employees: Each Floating Holiday shall be equal to four (4)
                     hours of pay at the employee’s regular hourly rate; and shall be taken in four
                     (4) hour increments.
           ii. Each Floating Holiday must be taken no later than December 31st of the year in
               which it was accrued. Floating Holiday Leave shall not be carried over from one (1)
               calendar year to the next, and shall not be available to be paid-out, as with Annual
               Leave, at the conclusion of employment.
          iii. The Center shall be scheduled to remain open to the public on each of these nine (9)
               designated days.




   Chapter II - Section 5                                                                 Page 63
           iv. As with other types of leave, each employee wishing to use Floating Holiday Leave
                must submit a Leave Request two (2) weeks in advance to their supervisor for
                approval.
                 a. Employees may use Floating Holiday Leave on consecutive days, with the
                      approval of the employee’s supervisor.
18. Holiday Pay Procedure.
     A. If one (1) of the four (4) regularly scheduled Holidays occurs while an employee is away
          on Annual Leave, that day should not be deducted from the employee's Annual Leave
          accrual, but shall be charged as a regularly scheduled Holiday. Annual Leave may be
          combined with one (1) of the four (4) regularly scheduled Holidays to the advantage of an
          employee, so long as prior approval by the supervisor is given.
     B. If one (1) of the four (4) regularly scheduled Holidays occurs on a day when an employee
          is not at work due to illness, that day should not be deducted from the employee's Sick
          Leave accrual, but shall be charged as a regularly scheduled Holiday.
     C. If an employee is sick the day before or the day after one (1) of the four (4) regularly
          scheduled Holidays, a physician's written release to return to work may be required. An
          illness which occurs the day before or the day after one (1) of the four (4) regularly
          scheduled Holidays may be investigated.
     D. Any non-exempt employee regularly scheduled to work the day of the week on which one
          (1) of the four (4) regularly scheduled Holidays fall, and/or any non-exempt employee
          required to be on duty during one (1) of the four (4) regularly scheduled Holidays shall
          receive up to eight (8) hours of prorated Holiday pay (computed at the employee’s regular
          hourly rate), plus one-and-one-half (1.5) times their hourly rate for all time worked on
          that Holiday.
            i. Any non-exempt employee NOT regularly scheduled to work the day of the week on
                which one (1) of the four (4) regularly scheduled Holidays falls, and is NOT
                required to be on duty during one (1) of the four (4) regularly scheduled Holidays
                shall NOT receive Holiday pay.
     E. Employees must be on paid status the day before and after the Holiday to be eligible for
          Holiday pay.
19. Governmental/Professional Leave. Employees, who are members of governmental or
    professional organizations related to their Center employment, are eligible to attend meetings
    during working hours and charge such leave as time worked when such meetings are held in
    Las Cruces. If such meetings are conducted outside the Las Cruces area, employees shall
    follow the Center’s Travel Policy.
     A. Participation is contingent upon supervisor approval and shall not interfere with the
          proper execution of employees work related duties.
20. Voting Leave. All Center employees who are registered to vote in primary, general, and
    municipal elections shall be allowed up to two (2) hours off from work to vote, when
    applicable. Employees requesting time off to vote must be registered voters, living within the
    eligible voting area, and must make a formal request to their supervisor two (2) days prior to
    Election Day, for absence from their duties during working hours, so as not to adversely
    impact Center operations.




   Chapter II - Section 5                                                                Page 64
21. Search and Rescue Leave. Employees who participate on Search and Rescue Teams
    recognized by the New Mexico State Police shall be granted leave with pay for the time the
    employee is engaged in the State Police Certified search and rescue mission.
     A. Before the employee will be granted any Paid Leave time for participation in a search and
         rescue mission, she or he must obtain written permission from the Executive Director. A
         copy of the memo granting the leave shall be placed in the employee’s personnel folder
         and a copy sent to the Center’s payroll representative.
     B. Regular, Full-time employee shall be granted leave as follows:
           i. If a mission is during work hours, the employee shall be granted Leave With Pay for
               the time spent on the mission, including travel time to and from the location of the
               search.
          ii. If the mission is longer than four (4) hours and is at night prior to a work day, the
               employee shall be granted eight (8) hours of Paid Leave to compensate for loss of
               sleep.
     C. Employee participating in search and rescue missions shall assure that their immediate
         supervisor is informed of the mission and the absence from the workforce. Such
         notification shall be given no later than one (1) hour after that employee is scheduled to
         arrive at the work site. Should notification not be received, the employee shall not be
         granted the leave.
     D. Employees participating in search and rescue missions must furnish a written statement,
         signed and dated by the mission coordinator and/or State Police mission initiator, and
         include the actual hours and date of the mission. The justification shall be signed by the
         supervisor and attached to the time sheet for the pay period during which the leave is
         authorized.
22. Extended Leave. Extended Leave for up to a maximum of an additional twelve (12) weeks
    beyond approved FMLA Leave shall be provided for eligible employees. Extended Leave
    provisions are intended to provide “eligible” Full-time regular and Part-time regular employees
    who have a serious health condition that requires on-going medical care by a health care
    professional in excess of the FMLA period and are unable to return to work, a period of
    Extended Leave.
     A. Definitions:
           i. Serious Health Condition. An illness, injury, impairment, physical or mental
               condition that involves:
                a. Periodic visits for treatment by a health care provider, or by a nurse or
                     physician’s assistant under direct supervision of a health care provider.
                b. The health care provider has found the employee is unable to work at all, or is
                     unable to perform any of the essential functions of the employee’s position
                     with or without reasonable accommodation.
          ii. Eligible. Full-time regular and Part-time regular employees who have completed
               their FMLA entitlement and have complied with the reporting requirements of the
               FMLA as outlined in the FMLA Notification Letter and policy.
         iii. Extended Leave. A maximum of an additional twelve (12) weeks of leave. The
               Extended Leave period does not protect the employee’s position.




   Chapter II - Section 5                                                                Page 65
        iv. Type of Leave. Leave taken in one (1) block of time due to the serious health
             condition.
    B. Procedure:
          i. At the end of the FMLA entitlement period, Human Resources shall notify the
             employee in writing that:
              a. Their job protected leave is over;
              b. They are being placed on Leave Without Pay status if they have no accrued
                   leave balance; or Leave With Pay status for the balance of their accrued leave,
                   not to exceed twelve (12) weeks.
               c. They are required to continue to provide thirty (30) day medical updates to
                   Human Resources and a Fitness-for-Duty Certification prior to returning to
                   work in the future.
         ii. If operational needs require the position to be filled, the employee shall be separated
             from employment without prejudice. In this situation, if the employee is able to
             return to work within the twelve (12) weeks of Extended Leave Human Resources
             shall review vacant positions for which the employee is qualified.
       iii. If a vacant position is identified, the employee shall be reassigned to that position at
             the pay scale for that position at their same percentile rank or the maximum of the
             new pay grade, whichever is lower for unrepresented employees and to the pay scale
             for the position at the average wages of all employees within that position with a
             similar length of service with the Center for represented employees. The employee
             being reassigned shall complete any tests required of an applicant for that position to
             demonstrate qualifications prior to being reassigned.
23. Domestic Abuse Leave.
    A. Leave time, for up to one-hundred-and-forty (140) hours in any calendar year, taken by
       an employee to obtain or attempt to obtain an order of protection or other judicial relief
       from domestic abuse or to meet with law enforcement officials, to consult with attorneys
       or district attorneys' victim advocates or to attend court proceedings related to the
       domestic abuse of an employee or an employee's family member.
    B. Definitions.
          i. Family Member. A minor child of the employee or a person for whom the
             employee is a legal guardian;
         ii. Order of Protection. A court order granted pursuant to the Family Violence
             Protection Act;
       iii. Retaliation. An adverse action against an employee, including threats, reprisals or
             discrimination for engaging in the protected activity of taking Domestic Abuse
             Leave.
    C. Certification and Verification.
          i. The employee shall provide Human Resources one (1) of the following forms of
             verification through furnishing in a timely fashion:
              a. A police report indicating that the employee or a family member was a victim
                   of domestic abuse;




   Chapter II - Section 5                                                                 Page 66
             b. A copy of an order of protection or other court evidence produced in
                  connection with an incident of domestic abuse, but the document does not
                  constitute a waiver of confidentiality or privilege between the employee and
                  the employee's advocate or attorney; or
             c. The written statement of an attorney representing the employee, a district
                  attorney's victim advocate, a law enforcement official or a prosecuting attorney
                  that the employee or employee's family member appeared or is scheduled to
                  appear in court in connection with an incident of domestic abuse.
  D. Procedures.
         i. When domestic abuse leave is taken in an emergency, the employee or the
            employee's designee shall give verbal or written notice to the employer within
            twenty-four (24) hours of commencing the Domestic Abuse Leave.
        ii. Notice shall be given to the employee’s supervisor, Human Resources, or the City of
            Las Cruces’ Employee Assistance Program (EAP) Coordinator.
      iii. Verbal notice shall be formalized in writing as soon as practicable.
       iv. Employees will indicate to either their supervisor or Human Resources which hours
            are being used for Domestic Abuse Leave.
        v. Human Resources will track and notify employees when they have exhausted
            Domestic Abuse Leave.
       vi. An employee may use accrued Sick Leave, Annual Leave, Personal Leave, accrued
            compensatory time, or unpaid leave time.
      vii. The Center shall not withhold pay, health coverage insurance or another benefit that
            has accrued to the employee when an employee takes Domestic Abuse Leave.
     viii. The Center shall not include time taken for domestic abuse leave in calculating
            eligibility for benefits.
       ix. The Center shall not disclose and shall maintain confidentiality of the fact that the
            employee or employee's family member was involved in a domestic abuse incident,
            that the employee requested or obtained Domestic Abuse Leave and that the
            employee made any written or oral statement about the need for Domestic Abuse
            Leave.
        x. An employer may disclose an employee's information related to Domestic Abuse
            Leave only when the employee consents, when a court or administrative agency
            orders the disclosure or when otherwise required by federal or state law.




Chapter II - Section 5                                                                  Page 67
 II.6 - EMPLOYEE GENERAL WORK RULES
1. Purpose. The orderly and efficient operation of the Animal Service Center of the Mesilla
   Valley (hereinafter “Center”) requires that certain work rules be established. Work rules
   covering personal standards of conduct as well as standard operating procedures are necessary
   to protect the health and safety of all employees, maintain uninterrupted service, and protect
   the Center's goodwill and property.
2. Implementation. The City of Las Cruces’ Human Resources Department (hereinafter
   “Human Resources”) shall be responsible for the overall administration of the work rules to
   include recommending revisions, deletions, or adoption of new rules. Human Resources shall
   also be responsible for advising supervision on proper implementation of work rules.
3. Work Rules. The following work rules apply to all Center employees. These rules are not
   intended to be all inclusive and the Center shall, when it deems appropriate, establish
   additional rules to ensure effective operation of the Center.
    A. Each employee shall be at his or her designated work place on time and ready to work.
    B. Each employee shall remain at work, until the scheduled quitting time, unless permission
        to leave earlier is granted by his or her supervisor.
    C. Where operations are continuous, each employee shall remain at his or her post until
        replaced by the next shift employee or until relieved by the supervisor.
    D. Prior to the usual reporting time, each employee shall advise supervision of his or her
        inability to report to work and the reason.
    E. Each employee shall notify his or her immediate supervisor whenever he or she will be
        absent, late, or need to leave early.
    F. Each employee shall report for and remain at work only when able to safely perform his
        or her job duties.
    G. Each employee shall effectively perform his or her work assignments and not be derelict
        in the execution of his or her job duties.
    H. Employees shall not falsify time sheets, public records, or claims of illness or injury.
     I. Each non-exempt employee shall “clock-in” on his or her time card at the beginning of
        his or her shift and “clock-out” when his or her shift is completed. Non-exempt
        employees shall not perform duties or tasks on behalf of the Center while not clocked-in.
    J. Employees shall not clock-in, punch, or sign another employee's time card or work sheet
        (except for supervisors signing time sheets for employees under their Section).
    K. Employees shall not solicit anything of value from a citizen or business for services that
        the Center is expected to provide.
    L. Employees shall not gather on Center premises to conduct any personal business without
        authorization.
   M. Employees shall not engage in unapproved soliciting or any partisan political activity
        while on the job.
    N. Employees shall not post notices on the Center premises without prior written approval
        from the appropriate authority.




 Chapter II - Section 6                                                                 Page 68
 O. Employees shall not sell, distribute, use, or be under the influence of any illegal drug or
    alcohol while on Center premises or while operating any Center owned or leased
    equipment.
 P. Employees shall not use Center facilities or equipment to conduct personal business
    during working hours on Center premises and shall not remove Center property from
    Center premises without prior written consent of the supervisor.
 Q. Employees shall not engage in theft, unauthorized possession or use, vandalism or
    damage of Center property, or private property while in performance of his or her official
    duties.
 R. Each employee shall be responsible for and shall not misuse Center property, records, or
    other materials in his or her care, custody, and control. Center property, records, or other
    materials shall not be removed from the premises without written permission from the
    Executive Director.
 S. Employees shall not engage in unauthorized disclosure of Center proprietary or
    confidential information.
 T. Employees shall not engage in unauthorized photography of Center premises or
    personnel.
 U. Public Statements on Behalf of the Center. The Executive Director is authorized to
    make public statements on behalf of the Center. The Executive Director may authorize
    others verbally or in writing to speak on behalf of the Center. Employees shall not make
    a public statement on behalf of the Center on a matter involving litigation or confidential
    personnel matters without expressed authority to do so from the Executive Director.
    Each employee shall direct media inquiries to the appropriate authorized person to
    address the media’s particular questions.
 V. Each employee shall deal with the public and co-workers in a courteous and professional
    manner.
 W. Employees shall not harass, discriminate, or retaliate against any other employee or
    citizen.
 X. Employees shall not unduly restrict or interrupt work or interfere with the work of others.
 Y. Employees shall not engage in personal conduct which interferes with the proper
    performance of another employee's duties.
 Z. Employees shall not be insubordinate, which is failure to obey a direct lawful order of a
    supervisor or someone higher in the chain of command.
AA. Employees may not use their position to coerce or abuse another person.
BB. Employees shall not fight, engage in horseplay, gamble, use abusive language, assault,
    including sexual assault, or make threats while on duty or on Center premises.
CC. Employees shall not possess unauthorized weapons, illegal drugs, or alcohol on Center
    premises.
DD. Employees shall not engage in negligent or careless operation or maintenance of
    equipment; unsafe practices which endanger the employee, other employees, or the
    public.




Chapter II - Section 6                                                                 Page 69
   EE. Each employee shall follow all safety regulations including wearing safety articles and
        using protective equipment. Each employee shall immediately report accidents or
        injuries to supervision.
   FF. Each employee shall immediately notify his or her immediate supervisor following any
        accident or citation received in the course of operating Center equipment.
  GG. Each employee shall make himself or herself available, participate fully in all
        administrative investigations, and be completely honest in said participation.
  HH. Employees shall not abuse legitimate grievance processes resulting in repeated
        unsubstantiated claims.
    II. Employees shall not litter work areas.
    JJ. Employees shall not use products designed to be combusted and inhaled while on
        company property, including facilities and grounds, owned, leased, or operated by the
        Center and all Center owned or leased vehicles.
  KK. Employees shall not use any oral product while on duty which is designed to be carried
        between the lip or cheek and gums and which requires the user to spit. Such products
        shall include, but not be limited to, sunflower seeds, chew, dip, or snuff.
   LL. Employees shall not use personal handheld devices, such as cell phones, during working
        hours.
  MM. In the course of conducting Center business, employees shall not park in prohibited areas.
  NN. Each employee shall immediately report the loss of his or her badge or identification card
        to his or her supervisor. Employees shall not allow other persons to use their badges or
        identification card at any time.
  OO. Each employee shall be responsible for obtaining and renewing any license, certificate,
        permit, or other credential required in order to perform his or her job. Moreover, each
        employee is required to report the loss or revocation of any credential to supervision
        immediately. Failure to report shall result in disciplinary action.
   PP. Each employee shall notify his or her supervisor and Human Resources whenever there is
        a change that may affect his or her employment or benefit status.
  QQ. Employees shall not engage in any unapproved outside employment or business activity
        that conflicts with their employment with the Center. The Executive Director must
        approve any outside employment for Full-time employees.
4. Dress Code. The purpose of this Dress Code policy is to uphold the professional image of the
    Center and its employees, and to promote a safe working environment for the animals and
    employees.
     A. Center employees are to convey a professional public image at all times. It must be
        remembered that consciously or unconsciously, our patrons view each employee as a
        personal representative of the Center. Therefore, the appearance we present as
        individuals should contribute rather than detract from the overall impression created by
        professional service institutions.
     B. All employees are expected to be well groomed according to standards for a professional
        employee while on duty.
          i. Cleanliness of self and attire, neatness, and attractive grooming are stressed and
              expected.



 Chapter II - Section 6                                                                Page 70
  C. Employees, who are members of the Kennel, Population Management, Office, and
      Medical staff, are expected to dress in Center-provided “scrubs” while the Center facility
      is open to the public and while attending Off-site Events.
         i. These matching garments create a uniform appearance for our employees, and make
            us easily identifiable to customers.
        ii. The specific colors of the scrubs for each Section shall be set by the Executive
            Director.
  D. Scrubs must fit properly.
         i. Employees are expected to have adjustments made (such as hemming) to their
            scrubs as needed.
        ii. Employees shall inform their supervisor, as soon as possible, when their scrubs have
            become damaged beyond repair and need replacing.
  E. Employees are expected to dress in full-length leggings (pants), and short-sleeve shirts
      while engaged in cleaning and maintaining the Center facility during non-open hours.
         i. Cleaning often requires the use of chemicals which can stain or discolor clothing, so
            Kennel staff employees should wear clothing that can endure these hazards.
        ii. Long-sleeve shirts can become wet and can easily harbor fomites, while also being
            difficult to disinfect.
      iii. Full-length leggings help protect employees from scratches, cuts, and chemicals
            while cleaning.
  F. Inappropriate garments and unacceptable attire that may not be worn include:
         i. Torn, frayed, soiled, or wrinkled clothing or shoes.
             a. Clothing with minor damage may be permitted during non-open hours while an
                  employee is engaged in cleaning and facility maintenance, however, strictly
                  prohibited during open hours.
        ii. Hats, caps, or sports-type headbands.
             a. Approved caps featuring the logo of the Center shall be allowed on a case-by-
                  case basis, as approved by the Executive Director.
      iii. Open-toed or open-back sandals or shoes.
             a. Employees not expected to engage in animal handling or kennel labor shall be
                  exempt.
       iv. Slender-heeled shoes.
             a. Employees not expected to engage in animal handling or kennel labor shall be
                  exempt.
        v. Visible undergarments.
       vi. Visible tattoos that could reasonably be considered offensive.
      vii. Sunglasses unless medically required.
     viii. Piercings, excluding earrings.
  G. Any employee that is observed in violation of this code may be sent home (without pay)
      to change his or her clothes to appropriate attire. If there is any valid reason for




Chapter II - Section 6                                                                 Page 71
       temporary non-compliance by an employee, a letter of justification must be filed with his
       or her supervisor requesting temporary exclusion.
5. E-mail, Internet, and PC Use.
   A. Electronic Mail Policy.
          i. Employees who do not have email accounts can apply for them through the
             Executive Director. At the request of the Executive Director, the City of Las
             Cruces’ Information Technology Department (hereinafter “IT”) shall assign a City
             email address to an employee. This address is for email purposes only and shall not
             provide the user with browser based capabilities on the internet.
         ii. All email is subject to the public records laws and shall be deleted by City
             ordinance.
       iii. Employees provided with email accounts shall regularly read and respond to email
             in the same way they respond to telephone calls.
        iv. In general, email correspondence should be short, concise and withstand the scrutiny
             of public disclosure.
         v. Internal email generated within the City of Las Cruces’ email system shall be for
             work-related activity only.
        vi. All email messages sent within the City of Las Cruces’ email system are the
             property of the City.
       vii. Jokes sent or forwarded (even to other Center employees and the like) are not
             considered Center business (i.e. not work-related activity).
      viii. Harassing or obscene messages are strictly prohibited and shall result in discipline
             by supervisors.
        ix. Sending of email City-wide in the City of Las Cruces’ email system is prohibited
             unless approved by the City Manager or designee.
         x. Employees with network email access are responsible for reading electronic mail
             messages in a timely manner. When an individual, who either has a personal
             electronic mailbox or is responsible for accessing another’s personal electronic
             mailbox is away from work for a day or longer for any reason, it is their
             responsibility to set up and auto reply notifying sender.
        xi. The use of graphics alone or as background or animations, emoticons and highly
             stylized fonts are prohibited as it adds load to the system and can make them hard to
             read.
   B. Monitoring of Electronic Mail.
          i. All electronic mail messages within the City of Las Cruces’ email system are the
             property of the City of Las Cruces and are therefore subject to the City of Las
             Cruces’ monitoring rules.
         ii. When an employee ends employment with the Center, Human Resources shall
             notify IT immediately to ensure that the list of internet users is kept up to date. The
             user’s mail is accessed for the purpose of ensuring compliance with the public
             records law.
   C. Internet Policy.




 Chapter II - Section 6                                                                   Page 72
         i. This policy is to ensure that privacy, security, and legal issues concerning internet
            access and use are addressed, and that guidelines are established to ensure proper
            use of this tool by Center employees.
        ii. Requesting Internet Access. IT shall grant an employee internet browsing access at
            the request of the Executive Director. Each user shall sign the Computer Usage
            Form acknowledging the following:
             a. The employee shall follow the Center’s and City’s established internet policies;
             b. Exchanges that occur in the course of conducting Center business on the
                  internet shall be considered a communication of the Center and held to the
                  same standards as formal letters; and
             c. The City of Las Cruces’ Internal Audit Office is responsible for monitoring the
                  Internet activity.
       iii. Acceptable Use.
             a. The use of any City-provided publicly accessible computer network such as the
                  internet is a privilege. Unauthorized use of the internet shall result in the loss
                  of access for the user and may result in disciplinary action, up to and including
                  termination.
             b. Employees have an obligation to use their internet access in a responsible and
                  informed way, conforming to network etiquette, customs and courtesies, and
                  representing the Center in a positive manner.
             c. Performance of Job Responsibilities.
                     • During working hours, employees shall use the internet for business and
                       work-related communication only. With the approval of the Executive
                       Director, users may use internet access during lunch periods and after
                       normal working hours for personal use providing such use does not violate
                       the Prohibited Use portion of this policy.
                     • Examples of job related responsibilities include: accessing external
                       databases, searching online public access information, disseminating
                       documents to individuals or groups, participating in electronic mail
                       discussion groups on job related topics, and gaining access to software
                       user support information utilized in Center job.
             d. Professional Development.
                     • The internet may be used to maintain professional and career development
                       activities.
                     • Examples of appropriate use include: communicating with members of
                       work-related professional organizations, collaborating on articles and other
                       writing, reviewing information on professional, or career development
                       topics.
       iv. Rules for Use of the Internet.
             a. Messages transferred via the internet are public information. If you desire to
                  transmit confidential communications or sensitive information, do not use the
                  internet.




Chapter II - Section 6                                                                    Page 73
               b. Material which is statutorily exempt from New Mexico State Statutes, shall
                    NOT be entered on the internet (i.e., home addresses, phone numbers, social
                    security numbers, or other personal information for police officers or code
                    enforcement officers).
                c. Users are responsible and accountable for communications on the internet and
                    shall treat the internet as a formal communications tool similar to the telephone
                    or any written communications.
               d. Computer network facilities outside the City of Las Cruces may have their own
                    policies governing the use of those resources. When accessing remote
                    computers through Center facilities, users are responsible for obeying both the
                    policies set forth in this Manual and the policies of other organizations.
                e. Computers shall not be left unattended in a state for long periods of time,
                    which affords inappropriate access to City or Center records, or otherwise
                    compromises system security. All computers shall be shut-down and turned
                    off at the end of the work day.
        v.    Anonymity on the Internet.
                a. The City’s Domain Name Server is traceable to the City. Users using City-
                    provided Internet accounts should not assume they are provided any degree of
                    anonymity. Outside users who want to identify machines associated with the
                    City can do so easily.
       vi.    Downloading of Files. It shall be prohibited to download from the internet,
              including but not limited to, such programs as “Hotbar” and “Weatherbug;” these
              programs install Spyware on the computer. Any form of music file is also
              prohibited because unless authorized by IT, these files pose the risk of copyright
              infringements and use of resources.
                a. Acceptable downloads are work-related documents used in performance of
                    work duties.
      vii.    Streaming Audio. The use of streaming audio uses valuable band width and may
              not be used for entertainment; i.e. radio stations or other music services. It is,
              however, permitted to use these services for official use such as training,
              conferencing, and listening to City Council meetings, BOCC meetings, and Animal
              Service Center of the Mesilla Valley Board of Directors meetings as approved by
              management.
      viii.   Prohibited Use. Prohibited use of the internet and intranet includes, but is not
              limited to, the following:
                a. For profit-making activities;
               b. To slander, defame, harass, discriminate, or sexually offend others;
                c. To conduct non-Center commercial activity;
               d. To conduct other inappropriate activities, including but not limited to:
                      • Unlawful or malicious activities; or abusive or objectionable language;
                      • Misrepresentation of the Center;
                      • Activities such as sending frivolous or non-Center work related group
                         messages, chain e-mails, jokes, or participating in chat rooms;



Chapter II - Section 6                                                                     Page 74
                 • Accessing obscene, pornographic and X-rated materials, or using such
                    computers for gambling, or entering contest;
                 • Communications that contain ethnic slurs, racial epithets, or anything that
                    may be construed as harassment or disparagement of others based on race,
                    national origin, sex, sexual orientation, age, disability, or religious beliefs;
                 • Transmitting or receiving sexually explicit or otherwise offensive images,
                    messages, or cartoons;
                 • Threats;
                 • Political endorsements;
                 • Sending copies of documents in violation of copyright laws;
                 • Sending e-mail that appears to have come from someone else;
                 • Subscribing to automatic electronic mailings; other than professional
                    organization that are Center business;
                 • Posting on electronic bulletin boards material that violates existing laws,
                    or the City of Las Cruces’ or Center’s Work Rules.
           e. Attempting to monitor or tamper with another user’s electronic
               communications, or reading, copying, changing, or deleting another user’s files
               or software without the explicit agreement of the owner. Files owned by
               individual users are to be considered private property, whether or not they are
               accessible by other users;
           f. Activities shall not be considered misuse when authorized in writing by the
               Executive Director for administrative purposes;
           g. Programs and files are considered confidential unless they have explicitly been
               made available to other individuals. IT and the City of Las Cruces’ Internal
               Audit personnel may access files when necessary through the approval of
               Human Resources or the Executive Director. While in accordance with the
               requirements of performing their assigned duties, if violations are discovered,
               they shall be reported immediately to the Executive Director and the Internal
               Audit Office; or
           h. Downloading of software products from internet sites is not permitted without
               the prior approval of IT.
            i. Violations of these policies may result in disciplinary action, up to and
               including termination.
  D. PC Policy.
       i. During working hours, computer equipment is to be used only for the purpose for
          which it is assigned and is not to be used for non-Center business unless approved
          by the Executive Director.
      ii. During non-working hours, employees may use their Center supplied computer
          equipment for personal, non-business, use as long as they comply with the other
          provisions of these policies.
     iii. The following conditions apply to all computer users of the Center:




Chapter II - Section 6                                                                    Page 75
             a. Violations of any of the conditions are considered unethical and may be
                  unlawful.
             b. An individual’s computer use privileges may be suspended immediately upon
                  the discovery of a possible violation of these policies and the individual may be
                  subject to discipline, up to and including termination.
              c. Suspected violations shall be reported by IT or the City of Las Cruces’ Internal
                  Audit Office to the Executive Director or appropriate designee.
  E. New Applications. Users shall not install any applications onto a Center PC.
         i. Users can request that special applications be installed to the network by submitting
            a problem request located on the intranet under Information Technology through the
            Director.
        ii. The software media, installation documentation, and proof of license must
            accompany the request.
      iii. IT adheres to all applicable software copyright policies and shall not install software
            without a license.
       iv. All outside diskettes received from third parties must be checked by IT for viruses.
            If an employee has access to the internet from home or other sources, transport of
            files to the City network is strictly prohibited unless IT has checked and approved
            the diskettes.
  F. Prohibited Use. Prohibited uses of the PC includes, but is not limited to, the following:
         i. Using the City of Las Cruces Network to gain unauthorized access to any computer
            system;
        ii. Knowingly or carelessly running or installing on any computer system or network,
            or giving to another user, a program intended to damage or to place excessive load
            on a computer system or network. This includes, but is not limited to, programs
            known as computer viruses, Trojan Horses, and worms;
      iii. Attempting to circumvent data protection schemes or uncover security loopholes.
            This includes creating and/or running programs that are designed to identify security
            loopholes and/or decrypt intentionally secure data. This also includes programs
            contained within a login, or under the ownership of a user that are designed or
            associated with security cracking;
       iv. Storing large files on the system which could compromise system integrity or
            preclude other users right of access to disk storage;
        v. Masking the identity of a user or machine. This includes, but is not limited to,
            sending mail anonymously;
       vi. Using your login for any activity that is commercial in nature i.e. paid for by non-
            Center funds. Commercial activities include, but are not limited to, consulting,
            typing services, and developing software for sale;
      vii. COMPUTER USERS AGREE TO RESPECT THE INTEGRITY OF THE
            SYSTEM. No one should deliberately attempt to degrade the performance of the
            computer.
     viii. Attempts to use other users ID’s without authorization for other than the intended
            purpose.



Chapter II - Section 6                                                                   Page 76
               ix. Loopholes in computer security systems or knowledge of special passwords should
                    not be used to damage computer systems, obtain extra resources, take resources
                    from another user, gain access to systems, or use systems for which proper
                    authorization has not been given.
                x. Any attempt to overcome the security systems of the City of Las Cruces is strictly
                    prohibited. Game playing is not allowed on the system during normal working
                    hours.
         G. Software Copyright Policies. Software copyright policies must be taken seriously. It is
              unlawful to copy software from third parties or provide unlicensed copies of software
              packages to other individuals. Computer users agree to the proprietary rights of all
              software. Computer software protected by copyright is not to be copies from, into or by
              using Center computers, excepting as permitted by law or by contract with the owner of
              the copyright.
         H. Hardware Policies. Users shall NOT attempt to change the configurations or setups for
              any Center computers or workstations. This request is the sole responsibility of IT
              personnel. Requests for changes can be made via electronic mail to IT personnel or by
              submitting the request on a problem request form.
          I. Backup of data. The default drive for your PC shall be the mapped drive to the server.
              The IT staff shall conduct nightly backups of your data that resides on the server. You
              may make duplicate copies for your desktop. You may not change the default write
              settings of the PC unless permission has been given from IT.
 6.     Unauthorized Work Time. Because of Fair Labor Standards Act (FLSA) regulation, non-
        exempt employees are not to commence work prior to the scheduled starting time, work during
        their meal break, or work past the scheduled end of their shift without prior approval of their
        immediate supervisor.
         A. FLSA non-exempt employees who work unauthorized overtime hours shall be counseled
              and if the practice continues, may be subject to disciplinary action.
 7.     Payment for Services Rendered. Employees shall not receive compensation for services not
        rendered to the Center.
 8.     Collection of Payments. Employees who receive or collect payments for services are charged
        to ensure that the Center receipts for those payments. Employees shall not charge for services
        not rendered nor shall any employee convert payment for services to his or her own use.
 9.     Alteration of Records. Except to correct errors, employees are prohibited from changing any
        Center record.
10.     Constraint of Business Operations. Employees have freedom of personal association.
        However, if such association results in unlawful constraint of Center business by tactics such
        as work stoppage, work slow-down, or other such ploys, then affected employees may be
        subject to disciplinary action.
11.     Expectation of Legality. The Center can reasonably expect its employees to obey all City
        ordinances, County ordinances, and state and federal laws. Employees who plead guilty or
        who are convicted for illegal activities shall be dealt with on a case by case basis and their
        employment status shall be decided accordingly. Employees who are indicted or charged with
        criminal activity are presumed to be not guilty pending adjudication.




      Chapter II - Section 6                                                                 Page 77
12. Disciplinary Action. Employees who violate any of the work rules set forth may be subject to
    disciplinary action up to and including termination.
13. Employee Ethics Policy. Employees may not use their positions for personal gain or to give
    unwarranted benefit or treatment to any person.
    A. Definitions.
            i. Benefit. Anything that furthers a person’s financial interest or from which a person
               hopes to gain in any way.
           ii. Confidential Information. Information which by law or practice is not available to
               the public.
          iii. Financial Interest. Any property ownership, management, professional ,or private
               interest from which the employee (or family or household member) receives a
               financial benefit.
          iv. Person. Any man or woman and is extended to include any firm, association,
               corporation, or partnership.
     B. Misuse of Official Position. Employees may not use their official position to:
            i. Secure employment or obtain contracts from other organizations;
           ii. Accept pay from anyone other than the Center for the performance of their official
               duties;
          iii. Take or withhold official action on a matter in which they have an outside personal
               or financial interest;
          iv. Use Center time, equipment, property, or facilities for personal and/or financial
               benefit; or
           v. Coerce subordinates in any manner which shall result in outside financial benefit to
               the supervisor.
    C. Improper Gifts. Employees shall not solicit or accept gifts of any value that benefit the
         employee’s personal or financial interest if it can be reasonably inferred that the gift is
         intended to influence the employee’s actions or judgment. Any gift with a value greater
         than fifty (50) dollars that is received by an employee whose action can affect the giver,
         must be reported to the employee’s supervisor immediately. “Gift” includes: money,
         items of value, services, loans, travel, entertainment, hospitality, and employment.
    D. Improper Use or Disclosure of Information. Employees shall not use or disclose any
         information gained from Center employment if the use or disclosure could result in a
         financial or personal benefit to the employee (or to a family or household member),
         unless that information has already become public. Current employees shall not use or
         disclose confidential information acquired during employment.
     E. Improper Influence in Grants, Contracts, Leases, or Loans. Employees (or
         immediate family or household member) whose action or inaction can affect the award,
         administration of a Center grant or contractor loan, shall not apply for, be a part to, or
         have an interest in that Center grant, contract, or loan.
     F. Improper Representation. Employees shall not accept outside payment or financial
         benefit to represent, advise, or assist an individual in any matter being handled by the
         employee’s administrative unit.




   Chapter II - Section 6                                                                  Page 78
  G. Outside Employment. Employees shall not work outside of Center employment if that
     work is incompatible or in conflict with the proper discharge of official duties. Every
     employee must report and obtain prior approval from the Executive Director for any
     outside employment or services for which the employee is paid. Changes in paid outside
     employment or services must also be reported and approved by the Director as they
     occur.
  H. Conflicting Financial Interests. An employee who has substantial financial interests (or
     who acquires such financial interests) direct or indirect, or any corporation, firm, or
     person who contracts with the Center shall disclose that interest in writing to the Director.
  I. Aiding a Violation of Employee Ethics Policy. Employees shall not aid another
     employee to violate this policy is prohibited.
  J. Conflict of Interest in General. Employees shall faithfully discharge their duties and
     shall refrain from engaging in any outside employment or matters of financial interest
     incompatible with the impartial, objective, and effective performance of their duties.
     They shall not realize personal gain in any form that would influence improperly the
     conduct of their Center duties. They shall not knowingly use Center funds, position, or
     power for personal or political gain. They shall inform their supervisors in writing of
     reasonably foreseen potential conflicts.
  K. Avoiding Appearance of Impropriety. Employees are required to accept responsibility
     for their decisions and the resulting consequences. This includes avoiding even the
     appearance of impropriety, because appearances affect public confidence. Employees
     shall not engage in any activity, on or off the job, which reasonably brings into question
     their impartiality, objectivity, and effective performance of their duties as Center
     employees.
  L. Procedure.
       i. Notification of Potential Ethical Violations. When an employee is involved in a
           situation which may be in violation of the Employee Ethics Policy, the employee
           must not take official action related to that situation and must immediately disclose
           the matter in writing to the supervisor. The supervisor shall provide a written
           determination of whether a violation exists or will exist. The supervisor may then
           reassign duties to avoid the violation, direct the removal by the employee of the
           conflicting personal or financial interest, ask the Executive Director under the
           advisement of Human Resources to evaluate the issue, or seek another solution. The
           notification form and supervisor response are then reviewed by the normal chain of
           command.
      ii. Complaints of Potential Ethical Violations.
            a. Complaints about the ethical conduct of a current employee shall be filed with
                 the Executive Director’s Office.
            b. The Executive Director shall review ethical questions on a case-by-case basis,
                 and make decisions in regards to those questions that are consistent with the
                 spirit of this Policy.
            c. The Executive Director shall review the complaint under the advisement of
                 Human Resources and determine whether it warrants further investigation by
                 the Center’s legal representation.




Chapter II - Section 6                                                                  Page 79
               d. All complaints and investigations shall be confidential to the extent allowed by
                    law.
         iii. Discipline. Violation of this Policy shall result in discipline up to and including
              termination. Employee discipline shall be administered in accordance with the
              Center’s Personnel Policies.
14. Accident/Injury Reporting and Return to Work Procedures.
    A. Policy. Any employee who incurs an injury or illness which limits his or her ability to
        perform one (1) or more of the essential functions of his or her job for a temporary period
        of time shall return to work as soon as possible, consistent with any medical limitations
        arising from that injury or illness. When an employee is temporarily unable to perform
        his or her usual and customary duties, the Center shall endeavor to place the employee in
        a Temporary Assignment as long as meaningful and necessary work is available. This
        assignment shall be consistent with the employee’s skills and abilities and any medically
        necessary work restrictions.
    B. Definitions. Temporary Assignment is an alternate assignment within an employee’s
        current job classification, or an assignment in a different job classification, while
        recovering from an accident or injury.
    C. General.
           i. All requirements for Temporary Assignments shall be evaluated on a case-by-case
              basis with consideration given to the skills and abilities of the employee, the medical
              or physical restrictions, and the availability of work. The physician’s statement
              releasing the employee for modified or light duty shall include a description of the
              injury/illness, prognosis, work restrictions or limitations, the estimated length of
              time the employee may require modified work, and, if applicable, any follow-up
              treatment or therapy required.
          ii. The Center may require periodic medical updates from the physician regarding the
              employee’s ability to perform the duties of the temporary assignment or be released
              to return to full duty.
         iii. The Center may require an employee to submit to an examination with a physician
              chosen by the City at Center expense, if the amount of temporary assignment
              appears to be excessive, if the restrictions/limitations cannot be adequately
              interpreted or clarified with the employee’s physician, or if the Center has reason to
              believe the employee’s release for duty is inconsistent with job requirements.
15. Workers’ Compensation Procedures.
    A. Reporting On-the-Job Injuries. Any employee who is injured by an accident, which
        arises out of and in the course of employment, shall immediately notify his or her
        supervisor. The employee shall assist the supervisor in completing the First Report of
        Accident form. The employee shall then be sent for medical evaluation and treatment of
        the injury. Authorization for treatment shall be given for the Center’s preferred medical
        provider only. If emergency treatment is required, the employee shall contact his or her
        supervisor and the preferred medical provider by the following business day so they may
        follow up.
           i. Return to Work Procedures.




   Chapter II - Section 6                                                                  Page 80
           a. Prior to returning to work, an employee injured in the course of employment
                shall obtain a release from the treating physician and shall take that release,
                including any restrictions to Human Resources.
           b. If the employee is released without restrictions, he or she shall then return
                immediately to his or her scheduled work location.
            c. If the employee is released with temporary restrictions, Human Resources shall
                provide a report of all restrictions to the employee’s supervisor. The employee
                shall be sent to the supervisor, who shall determine if the employee can be
                utilized temporarily within his or her regular Section consistent with the
                limitations set by the treating physician. The supervisor shall review the report
                while the employee is present, clarifying any questions he or she may have
                regarding the restrictions/limitations. If the employee can be so used, a
                Temporary Assignment Agreement shall be executed and forwarded to Human
                Resources and the employee shall report to that Section on Temporary
                Assignment.
                   • The supervisor shall arrange the work schedule to permit the injured
                     employee to keep physician appointments and any prescribed physical
                     therapy or work hardening sessions. If, while on Temporary Assignment,
                     the employee needs to be absent during work hours for medical treatment
                     or a doctor’s appointment, the employee must obtain a statement from the
                     treating physician/facility indicating whether or not there are any changes
                     in the employee’s condition that would impact the temporary assignment.
                     This statement shall be delivered to Human Resources prior to returning to
                     the work site. Human Resources shall advise the supervisor of any
                     changes in restrictions.
           d. If no work is available consistent with the employee’s restrictions, the
                employee shall be sent home.
                   • The supervisor shall maintain contact with the injured worker and the
                     treating physician and keep the Executive Director apprised of the
                     employee’s Workers’ Compensation status and any changes in restrictions.
      ii. Temporary assignment shall not exceed ninety (90) days in duration.
  B. Non-Work-Related Injury/Illness Procedures.
       i. Notification of Injury/Illness. Any employee who suffers an illness or an accidental
          injury which does not arise out of or in the course of employment, and who is
          unable to report to work, shall immediately notify his or her supervisor of that fact.
          If the employee is absent from work for more than three (3) calendar days, the
          supervisor of that employee shall notify Human Resources of that fact. Human
          Resources shall implement the Family and Medical Leave Act (FMLA) procedures.
      ii. Return to Work Procedures. Prior to returning to work, an employee may be
          required to visit his or her health care provider and submit a written Fitness-for-
          Duty or return to work statement as to his or her ability to return work, and any
          restrictions which exist.
           a. If the employee is released without restrictions, he or she shall return
                immediately to their original work location.



Chapter II - Section 6                                                                 Page 81
               b. If there are temporary restrictions to the release, Human Resources (in the case
                    of non-work-related injury/illness) shall contact the employee’s supervisor to
                    determine if the employee can be utilized temporarily in his or her Section
                    consistent with the limitations.
                      • If the employee can be so used, a Temporary Assignment Agreement shall
                         be executed and forwarded to Human Resources, and the employee shall
                         report to that Section for work.
                      • If no work is available consistent with the employee’s restrictions, the
                         employee shall be sent home and may utilize accrued Annual, Sick,
                         Personal Leave or excused Leave Without Pay. Human Resources shall
                         assist the employee in procuring any Center benefits information that
                         would assist the employee in considering options and/or decision-making.
                c. If, while on Temporary Assignment, the employee needs to be absent during
                    work hours for medical treatment or a doctor’s appointment, the employee
                    must obtain a statement from the treating physician/facility indicating whether
                    or not there are any changes in the employee’s condition that would impact the
                    temporary assignment. This statement shall be delivered to Human Resources
                    prior to returning to the work site. Human Resources shall advise the
                    supervisor of any changes in restrictions.
               d. Temporary Assignment shall not exceed ninety (90) days in duration.
         iii. Pregnancy. Whenever an employee becomes pregnant, she shall work in her current
              position in accordance with her physician’s recommendations, as long as able to
              perform the essential functions of the job. If her physician submits information
              indicating that she can no longer perform her current job duties, she shall be eligible
              for temporary assignment.
         iv. ADA Disability. When an employee believes his or her restrictions may rise to the
              level of a disability as defined by the ADA, the employee is responsible for
              following the Reasonable Accommodation Policy and Procedures.
          v. Duration of Temporary Assignment. In no event shall a temporary assignment last
              for more than ninety (90) calendar days for each injury in a calendar year.
               a. If the employee is not able to return to full duties within ninety (90) days, an
                    evaluation shall be conducted by the Executive Director or designee to identify
                    options available to the employee, which may include consideration of medical
                    retirement or termination.
               b. The Center reserves the right, for good reason, to discontinue a temporary
                    assignment at anytime.
                      • Good reason shall include, but not be limited to, temporary work no longer
                         being available, operational requirements prohibiting the continuance of
                         temporary assignment, or the employee’s inability to satisfactorily perform
                         the duties of the temporary assignment.
16. Loss of Employee License or Certification Other Than Driver’s License (For Loss of
    Driver’s License see Section 16). These procedures apply to employees in the event an
    employee loses a license, other than Driver’s License, or certification that is job related.
     A. Procedures.



   Chapter II - Section 6                                                                  Page 82
            i. Employee’s holding job-related licenses or certifications shall report suspension or
               revocation or non-renewal of their license or certification to their immediate
               supervisor prior to starting the next work shift. Failure to comply with these
               reporting requirements shall result in processing for immediate termination.
           ii. If the license or certification is a requirement of the job, the employee's supervisor
               shall determine if there is a vacant position for which the employee is qualified to
               which the employee can be transferred to for which there are no priority
               reassignments under Workers’ Compensation or ADA. If an appropriate position is
               identified, the employee shall be reassigned to that position with a reduction in pay
               commensurate with the new position. If there are no vacant positions for which the
               employee is qualified, the Executive Director shall issue a Personnel Action Notice
               (PAN) placing the employee on leave. If the employee has Annual Leave he or she
               may opt to use it, otherwise, he or she shall be placed on Leave Without Pay
               (LWOP) status.
         iii. If the license or certification is not required by the job, but the employee is being
               compensated for it, the supervisor or Executive Director shall issue a Personnel
               Action Notice (PAN) reducing the employee's pay by five-percent (5%) until such
               time as the license or certification is restored.
          iv. While on leave, the employee may seek other positions in the Center for which he or
               she is qualified for up to ninety (90) days, or pursue reinstatement of lost license or
               certification during this time.
           v. If the employee has his or her license or certification re-instated within ninety (90)
               days, he or she may be placed back into his or her previous position if available, or
               compete for vacant positions for which the employee is eligible.
          vi. If a suitable vacancy cannot be found, or the license or certification cannot be re-
               instated at the end or the ninety (90) day period, the employee shall be terminated.
17. Loss of Employee’s Driver’s License.
    A. Applicability. This policy applies to all Center employees who are required by the
         essential functions of their job to operate a Center-owned motor vehicle or who are asked
         to drive on Center business.
    B. Purpose.
            i. The three (3) primary objectives of this policy are:
                 a. Ensure the safest practical working environment for our driving employees;
                b. Protect the local residence; and
                 c. Control the financial liability of the Center in driving situations.
           ii. These goals are achieved by reviewing the driving histories of employees and
               applicants for Center jobs that require driving on Center business. Only those
               applicants having acceptable driving histories are hired. Employees who do not
               maintain acceptable driving records are subject to discipline up to and including
               termination.
    C. Policy. An employee must have the appropriate license in his or her possession to drive
         on Center business. Only authorized employees are allowed to drive vehicles on Center
         business. Employees are required to comply with all applicable federal, state, and local




   Chapter II - Section 6                                                                   Page 83
     regulations relevant to driving a motor vehicle. Employees shall be permitted to operate
     Center-owned motor vehicles only if they possess a current and valid New Mexico
     Driver’s License or Texas Driver’s License, or have a valid and unexpired New Mexico
     or Texas Temporary Driving Privilege License.
  D. Management Responsibilities.
        i. The Executive Director shall establish and maintain a list of driving positions. A
           copy of the current list shall be sent to Human Resources in January of each year.
           This list identifies the:
            a. Center title;
            b. Job classifications;
             c. Position numbers; and
            d. Employee’s name.
       ii. The Executive Director, or his or her designee, shall prohibit any employee without
           an appropriate Driver’s License in his or her possession from driving on Center
           business.
     iii. The Executive Director, or his or her designee, shall regularly, not less than
           quarterly, inspect the Driver’s License of each employee who operates a Center-
           owned motor vehicle to ensure possession of the required license.
      iv. The Executive Director, or his or her designee, shall immediately remove from a
           driving position any employee who cannot produce a valid license or whose license
           is cancelled, expired, refused, revoked, suspended, or restricted in a manner which
           affects the employee’s ability to drive on Center business.
       v. If a supervisor learns that an employee has had their Driver’s License revoked or
           suspended or that the employee does not have a valid and un-expired New Mexico
           Temporary Driving Privilege License in their possession, the supervisor shall take
           the following actions:
            a. Immediately prevent the employee from operating a Center-owned motor
                 vehicle until further notice from the employee that the license has been
                 returned.
            b. Inform the Executive Director in writing of the suspension, revocation, or non-
                 renewal and the facts surround the loss of the license by the next business day.
      vi. The Executive Director shall determine if there is a vacant position for which the
           employee is qualified to which the employee can be transferred to for which there
           are no priority reassignments under Workers’ Compensation or ADA.
            a. If an appropriate position is identified, the employee shall be reassigned to that
                 position with a reduction in pay commensurate with the new position.
            b. If there are no vacant positions for which the employee is qualified, the
                 Executive Director shall issue a Personnel Action Notice (PAN) placing the
                 employee on leave. If the employee has Annual or Personal Leave or accrued
                 compensatory time he or she may opt to use it, otherwise, he or she shall be
                 placed on Leave Without Pay (LWOP) status.




Chapter II - Section 6                                                                  Page 84
  E. While on leave, the employee may seek other positions in the Center for which he or she
     is qualified for up to ninety (90) days, or pursue reinstatement of lost license or
     certification during this time.
  F. If the employee has his or her license re-instated within ninety (90) days, he or she may
     be placed back into his or her previous position if available, or compete for vacant
     positions for which the employee is eligible.
  G. If a suitable vacancy cannot be found, or license cannot be re-instated at the end of the
     ninety (90) day period, the employee shall be terminated.
  H. An employee in a driving position who has a status change in his or her Driver’s License
     for a period of more than ninety (90) days shall be terminated.
  I. Employee Responsibilities.
       i. An employee in a driving position must be able to drive as an essential job function.
           Each driving employee is responsible for:
            a. Being aware of, understanding, and complying with federal, state, and local
                 laws and Center policies applying to the operation of vehicles on Center
                 business.
            b. Ensuring that the privilege to drive is maintained.
            c. Maintaining in his or her possession the appropriate Driver’s License at all
                 times while driving on Center business and to prove they have valid driving
                 privileges upon request.
            d. Comply with all license restrictions issued by the DMV.
            e. Signing a release of information form allowing the Center to periodically
                 verify driving privileges and records with the New Mexico Department of
                 Motor Vehicles.
             f. Immediately reporting to their immediate supervisor prior to starting the next
                 work shift if they do not have a valid Driver’s License for any reason or if
                 there is any change in status of his or her Driver’s License.
            g. Refrain from driving on Center business after there has been a change in status
                 of his or her Driver’s License, even if the cancellation, expiration, refusal,
                 revocation, suspension, or restriction has ended, unless the license has been
                 reinstated. Proof of reinstatement must be provided to the supervisor before
                 driving on City business.
            h. If an employee is cited for DUI/DWI or incurs any other action that threatens
                 their Driver’s License, the employee shall:
                   • Provide notice of such citation, non-renewal, or other action to their direct
                      supervisor prior to starting the next work shift.
                   • Provide proof of their Request for Hearing or appeal within twenty (20)
                      days of the date of the citation, non-renewal, or other action.
                   • Provide a copy of the Notice of Hearing from the Department of Motor
                      Vehicle (DMV) within seventy-two (72) hours of receipt.
                   • Provide a copy of the DMV ruling within three (3) days of the ruling, but
                      no later than ninety (90) days from the citation, non-renewal, or other
                      action.



Chapter II - Section 6                                                                   Page 85
            i. Failure to comply with these reporting requirements shall result in immediate
               termination.
      ii. An employee in a non-driving position must:
            a. Comply with federal, state, and local driving laws.
           b. Follow all regulations pertaining to driving on Center business if requested to
               drive a vehicle on Center business.
            c. Immediately notify his or her supervisor if requested to drive a vehicle on
               Center business and the employee does not have the appropriate Driver’s
               License in his or her possession.
           d. Sign a release of information form authorizing the Center to verify Driver’s
               License status.
     iii. Employee shall not drive on Center business after consuming alcoholic beverages or
          any other substance that may impair driving. Any impairment affecting the ability
          to operate a vehicle safely must be immediately reported to the supervisor.
  J. Hiring Procedures.
       i. Driving records of applicants for driving positions, including present Center
          employees, must be reviewed before making an offer of employment. Applicants
          must have an acceptable driving history to be considered for employment.
      ii. Driving records are evaluated based on moving violation convictions, chargeable
          accidents, and related performance. Driving record points are determined by the
          DMV.
     iii. The employee’s driving record must be checked before an employee is promoted,
          transferred, or reassigned into a driving position. An employee who does not have a
          permissible driving history shall not be placed into a driving position.
  K. Definitions.
       i. Acceptable Driving Record. The driving employee has accumulated three (3) points
          or fewer in the previous twelve (12) months. Points are as shown in the Current
          DMV violation record. In addition, any cancellation, expiration, refusal, revocation,
          suspension, or restriction affecting the employee’s ability to drive on Center
          business, or other factors such as a chargeable accident or zero point violation, are
          considered in determining whether the employee’s driving record is acceptable.
          Certain positions shall have additional requirements that define an acceptable
          driving record. The following items preclude hiring into a driving position:
            a. Eight (8) or more point in the previous thirty-six (36) months, as shown in the
               DMV record.
           b. More than two (2) chargeable accidents within the previous thirty-six (36)
               months.
            c. A conviction of driving under the influence within the previous thirty-six (36)
               months.
           d. License has been cancelled, refused, revoked, suspended, or restricted as the
               direct result of a moving violation within the previous thirty-six (36) months.




Chapter II - Section 6                                                                Page 86
                e. A current cancellation, expiration, refusal, revocation, suspension, or
                     restriction that affects that applicant/incumbent’s ability to drive on Center
                     business.
           ii. Appropriate License. A New Mexico Driver’s License of the class required for the
               vehicle being driven. The license must be current and valid and have all
               endorsements required by the type of equipment, the class of vehicle being driven,
               and the load being carried. The license may not have any restrictions that would
               preclude driving on Center business. The appropriate Commercial Driver’s License
               (CDL) without the S restriction for all new hires is required when driving any CDL
               vehicle on Center business, no matter where it is operated.
         iii. Authorized. The employee has been given explicit permission by his or her
               supervisor to drive a specific class of vehicle on Center business.
          iv. Cancelled. The state has removed the person’s driving privileges.
           v. Change in Status. The Driver’s License has been cancelled, refused, revoked,
               suspended, or restricted in such a manner which affects the person’s ability to drive
               on Center business.
          vi. Chargeable Accident. The driver received a conviction of a moving violation for a
               collision or is found most at fault by the DMV.
         vii. Driving on Center Business. The use of a motor vehicle to carry out the duties of
               the position. Driving on Center business includes driving a vehicle owned, leased,
               rented, or otherwise controlled by the Center, as well as the use of a personal vehicle
               on Center business.
        viii. Driving Position. A job that requires driving a vehicle on Center business as part of
               the essential duties of the position.
          ix. Driving Record. The DMV moving violation record and any chargeable driving
               incidents.
           x. Employee. Includes regular Full-time, regular Part-time, temporary, emergency,
               contract, and volunteer workers.
          xi. Expired. The Driver’s License is not renewed before its date of termination.
         xii. Non-Driving Position. Any position not designated as a driving position.
        xiii. Refused. A license is not issued by DMV.
        xiv. Restricted. Any limitation imposed on the Driver’s License that precludes the
               person from operating the vehicle on Center business without meeting the restriction
               (e.g. wearing eyeglasses, or having an air brake endorsement for vehicles that have
               air brakes, etc.)
         xv. Revoked. A license which has been rescinded by the DMV. The person’s driving
               privileges are repealed for a minimum of one (1) year.
        xvi. Suspended. The temporary removal of the person’s driving privileges, which may
               be for a definite or indefinite period.
18. Use of Center Vehicle. The Executive Director may authorize on a case-by-case basis the
    personal use of a Center vehicle, including taking a Center vehicle to lunch when going to and
    from meetings, when working in the field on workdays, and/or other nominal personal uses.




   Chapter II - Section 6                                                                   Page 87
    A. A vehicle log shall be maintained in each Center vehicle, documenting each use, the
        operator, the purpose of use, and time and date of use.
    B. Center employees, as designated by the Executive Director, shall be allowed to use
        Center-owned vehicles as transportation to and from their homes and workplace in
        addition to use during normal working hours, subject to cancellation at any time. Such
        vehicles shall not be used for any purpose other than official Center business. The Center
        vehicle shall be kept clean and driven in a manner so as to conform with existing traffic
        regulations and not bring discredit upon the Center.
    C. No employee shall affix any bumper sticker or other item of display on a Center vehicle
        without prior approval of the Executive Director.
19. Threat of Violence in the Workplace.
    A. Policy. The Animal Service Center of the Mesilla Valley shall not tolerate any threat or
        act of violence within its work environment. The Center shall enforce the level of
        discipline appropriate for any action of workplace threat of violence, harassment,
        intimidation, or physical violence.
    B. Definitions.
           i. Harassment. Any behavior that creates a hostile work environment through
              unwelcome words, actions, or physical contact.
          ii. Hostile Environment Standard. Applies to harassment on the basis of race, religion,
              sex, sexual orientation, gender identity, color, ancestry, serious medical condition,
              national origin, age, or disability.
        iii. Threat. Any expression of an intent to inflict harm. Any indication of impending
              danger or harm. Any signs or warnings of impending danger or harm.
         iv. Workplace Violence. Hitting, shoving, pushing, kicking, and sexual assaults; this
              also includes verbal outbursts and can happen in the form of threats, harassment,
              abuse, bullying, and intimidation.
          v. Fitness-for-Duty Evaluation. A specialized assessment mandated by Center
              management, as a result of reasonable and documented concerns by the supervisors,
              of an employee’s present ability to perform the duties of the job in a safe and
              conscientious manner.
    C. Procedures. The following procedures do not take the place of appropriate disciplinary
        action, but are to work in conjunction with discipline if it is appropriate for the employee
        to return to the worksite.
           i. The supervisor shall inform the Executive Director and Human Resources of the
              events that have occurred. Human Resources shall assist the Executive Director in
              determining appropriate disciplinary action, and may enlist the intervention of the
              City of Las Cruces’ Employee Assistance Program.
          ii. Employees that may have been affected by the incident shall be recommended to
              meet with the EAP to discuss the effects the incident has had, as well as any residual
              emotional effects the incident may have in their work or personal situations.
        iii. If the incident does not result in termination of the employee(s), the supervisor, in
              accordance with the Fitness-for-Duty Policy, shall arrange for the employee(s) to
              undergo an evaluation to determine the employee’s ability to perform their essential




   Chapter II - Section 6                                                                 Page 88
              job functions without posing a direct threat to self or others before they are allowed
              to return to any worksite.
         iv. If it is determined that the employee may return to work, the supervisor(s), Human
              Resources Department Representative, and Employee Assistance Program
              Coordinator shall develop a plan under which the employee may continue to work.
              This plan shall include all recommendations that have come as a result of the
              Fitness-for-Duty Evaluation. The employee shall provide a signed commitment to
              continue with the established plan. Failure to sign and/or comply with the
              established plan shall result in further disciplinary action, up to, and including
              termination of employment.
               a. Appropriate disciplinary action, ranging from verbal reprimand up to, and
                    including termination, shall be determined by the level of workplace violence
                    that has occurred, and past history of violence that has occurred with the
                    employee, the results of a Fitness-for-Duty Evaluation (if performed) and all
                    other information deemed relevant by the Center.
          v. Threatening violence against another person is a violation of the law. It is the
              employee’s option to report the incident to the Police.
20. Weapons in the Workplace.
    A. Policy. The Animal Service Center of the Mesilla Valley prohibits all employees who
         enter Center property from carrying a handgun, firearm, or prohibited weapon of any kind
         onto the property regardless of whether the person is licensed to carry the weapon or not.
           i. This policy applies to all Center employees. The only exceptions to this policy shall
              be police officers, security guards, or other persons who have been given written
              consent by the Executive Director to carry a weapon on the property.
          ii. All Center employees are also prohibited from carrying a weapon while in the
              course and scope of performing their job for the Center, whether they are on Center
              property at the time or not and whether they are licensed to carry a handgun or not.
              The only exceptions to this policy shall be persons who have been given written
              consent by the Executive Director to carry a weapon while performing specific tasks
              on the Center’s behalf. This policy also prohibits weapons at any Center sponsored
              function such as parties or picnics.
         iii. Prohibited weapons include any form of weapon or explosive restricted under local,
              state, or federal regulation. This includes all firearms, illegal knives, or other
              weapons covered by the law. If an employee has a question about whether an item
              is covered by this policy, he or she shall contact the Executive Director. The
              employee shall be held responsible for making sure beforehand that any potentially
              covered item he or she possess is not prohibited by this policy.
         iv. Failure to abide by this policy may result in discipline up to and including
              termination.
21. Fitness-for-Duty.
    A. Policy. The Center may require an employee to undergo a Fitness-for-Duty Evaluation
         when there is a reasonable belief, based on objective information obtained or reasonably
         available, that the employee’s ability to perform essential job functions will be impaired
         by a medical condition or that he or she will pose a direct threat due to a medical



   Chapter II - Section 6                                                                 Page 89
     condition. The need for a medical evaluation must be clearly supported by the nature of
     the work and objective medical or other factual information. The examination shall be
     conducted by a medical professional selected by the Center. All costs associated with
     such an examination shall be borne by the Center.
        i. If an employee is impaired in his or her capability to safely and effectively complete
           work assignments, and a Fitness-for-Duty Evaluation supports this conclusion,
           options may include:
            a. Transferring the employee to a vacant position for which the employee is
                 qualified and that accommodates his or her medical condition limitations;
            b. Accommodating the employee is his or her current position by modifying work
                 assignments and/or the work environment; or
             c. If an accommodation is not feasible in enabling the employee to perform the
                 essential functions of the job held or vacant positions for which the employee
                 is qualified; and if an accommodation does not reduce any direct threat issues
                 to an acceptable level, the employee may be terminated.
  B. Procedures.
        i. If a Section has an employee with a medical condition which appears to impair his
           or her capabilities to safely and effective perform the essential functions of the job,
           or who poses a direct threat due to a medical condition, the City of Las Cruces’
           Human Resources Director or his or her designee shall be contacted pertaining to a
           possible Fitness-for -Duty. The Section must be prepared to discuss the following:
            a. What objective evidence supports the need for a Fitness-for-Duty Evaluation?
            b. What is the reasonable belief that the employee’s ability to perform essential
                 job duties is impaired?
             c. What is the basis for any belief of direct threat?
            d. What knowledge exists that performance issues are linked to a medical
                 condition?
       ii. A psychiatric examination or psychological assessment must be conducted in
           accordance with accepted professional standards by a licenses practitioner or
           physician authorized to conduct such examinations, and may only be used to make a
           legitimate inquiry into a person’s mental fitness to successfully perform the essential
           functions of his or her position without direct threat to the individual or others.
     iii. The scope of any Fitness-for-Duty Evaluation shall be limited to the specific
           medical condition and how such condition affects or may affect the employee’s
           ability to perform essential functions or pose a direct threat.
      iv. All medical information obtained through the Fitness-for-Duty provisions shall be
           maintained by Human Resources as strictly confidential and shall not be a part of
           the employee’s personnel file.
       v. When a Section requests a medical examination, it must inform the employee in
           writing of its reasons for doing so and the consequences of failure to cooperate. The
           Center shall designate the examining physician or other appropriate practitioner, but
           shall offer the individual an opportunity to submit medical documentation from his
           or her personal physician or practitioner. Human Resources shall review and




Chapter II - Section 6                                                                  Page 90
           consider all such documentation supplied by the individual’s personal physician or
           practitioner along with the documentation from the examining physician selected by
           the Center. Should the employee wish to submit medical documentation from his or
           her personal physician or practitioner, the employee shall pay for all examinations or
           documentation charges.
       vi. Any employee who refuses to undergo a required Fitness-for-Duty Evaluation shall
           be found insubordinate and subject to discipline up to and including termination.




Chapter II - Section 6                                                                 Page 91
 II.7 - EMPLOYEE TRAINING AND DEVELOPMENT
1. Purpose. The Animal Service Center of the Mesilla Valley (hereinafter “Center”) believes
   that training and development are integral components of work performance, and are
   inherently tied to the Center’s mission, goals, workforce planning, and the provision of
   services to the public. The Center values the potential of its employees and believes that
   development of employee potential, through coaching, education and training, and on-the-job
   training is critical to organizational effectiveness. It is the responsibility of Executive Director,
   the supervisor, and the employee, working in partnership, to determine the work goals and
   training needs for each. Specific training is subject to management approval based on
   available resources. The program is intended to enable the Center to potentially fill future
   employment needs from within its own ranks and provides for the professional growth of
   employees.
2. Training and Employee Development Objectives. The objectives shall be designed and
   established to achieve the following:
    A. Improve the quality of services provided by the Center through its staff.
    B. Improve the quality of performance for each individual employee and the various
         Sections of the Center.
    C. Prepare employees for career advancement.
    D. Create a work force with the occupational skills necessary to meet current and future
         employment needs.
    E. Keep employees current on changing technologies in the workplace.
3. Development and Administration. Development and administration falls under the general
   responsibility of the City of Las Cruces’ Training Office, but shall strongly depend on
   cooperation of all Sections.
4. Executive Director. The Executive Director shall share in the responsibility for an effective
   personnel development program. The Executive Director shall ensure that training and
   development plans are prepared, updated, and discussed by supervisors and employee, as part
   of the employee performance management and is consistent with the mission and needs of the
   Center.
5. Section Supervisor/Manager. Section supervisors/managers have the primary responsibility
   for initiating communication about work unit training and individual development including
   but not limited to:
    A. Working in partnership with individual employees to assess training needs and coordinate
         work unit and individual employee development plans as needed;
    B. Ensuring implementation of employee development plans as needed; and
    C. Incorporating training and development into the performance management process.
6. Employee. Center employees have responsibility for initiating discussion to identify and
   assess their own specific training needs including but not limited to:
    A. Working in partnership with supervisors to meet the work unit and their own training and
         development needs.




 Chapter II - Section 7                                                                       Page 92
    B. Center employees may identify, where possible, certain needs related to their individual
        work experiences which are required to meet all of the performance and advancement
        criteria which may be defined and established by Center management.
    C. Employees may apply for program participation and their participation shall be of the
        highest quality possible.
    D. Employees may petition through established channels for specialized and subsidized
        programs.
7. Program Design. Development programs shall be designed in a manner that will maximize
   the potential benefit of employee participation in the program. Further, the program shall
   ensure that the contents do not exclude any employee from participation. Employee
   development programs shall include, but not be limited to the following:
    A. In-house general programs designed for all levels of personnel in the Center service.
    B. In-house programs designed to meet specific Section requirements.
    C. In-house programs designed to specific levels of personnel. Such determinations,
        however, shall ensure that unnecessary or unrealistic barriers are not imposed.
    D. Programs provided by other agencies or entities with proven capabilities and expertise
        and which have been sanctioned and approved by Center administration and the City of
        Las Cruces’ Human Resources Department (hereinafter “Human Resources”).
    E. Specialized programs offered by other institutions or organizations that may be of benefit
        to individual employees.
    F. Participation in formal institutionalized education and training efforts available outside of
        the Center service.
8. Employee Requests for Flexible Work Schedules for Classes.
    A. All requests to deviate from the work schedule in order to attend classes should be made
        in writing to the Executive Director. Each request shall be evaluated in terms of negative
        impact to the Center and other potential scheduling problems.
    B. Each employee's request should be given separate consideration in terms of individual
        merit. Requests to attend classes during working hours may be granted in accordance
        with these criteria:
          i. The request may be granted only if the employee's absence during working hours
              does not affect service to the community or cause other personnel to assume
              burdensome work loads in order to accommodate school attendance.
         ii. Certain employee functions are one of a kind by virtue of the nature of the job.
              Therefore, it is frequently not possible to deviate an employee's work schedule in
              order to attend classes. Employees should not expect a deviation of his or her work
              schedule because another employee enjoys that privilege.
        iii. When supervision is in doubt about permitting an employee to deviate from his or
              her schedule, the following criteria should be applied:
               a. Employees shall not be accorded the privilege of deviating from his or her
                   work schedule for any reason if his or her absence from work shall result in
                   delay of services or interruption of Center services.




 Chapter II - Section 7                                                                    Page 93
               b. Employees who wish to deviate from their work schedules to attend classes
                    must have successfully completed all entry requirements and academic
                    deficiencies in order to be eligible for consideration.
               c. The employee must be enrolled in an approved job related program in order to
                    be eligible for consideration. Work schedules shall not be deviated from in
                    order to attend self-improvement or awareness courses, to complete entry
                    requirements, or to overcome academic deficiencies.
               d. Employees may receive consideration if they are attending or plan to attend a
                    trade or craft school directly related to their chosen vocational field. The
                    Executive Director shall require written justification explaining how the
                    training will be advantageous to the Center service. Exceptions shall be
                    extended in cases when the Executive Director has suggested additional
                    training or made such training mandatory.
               e. All approved requests to have a work schedule deviation shall be sent to
                    Human Resources for inclusion in the employee's personnel folder.
                f. Attendance in job related training courses which does not require makeup time
                    must be approved by the immediate supervisor in advance. Time off for
                    employee requested education must be made up.
9. Certification Examination Expenses. The Center shall pay expenses incurred for
   maintaining required certifications and licensures. The Center may pay for initial certifications
   and licensures as recommended and approved by the Executive Director. Expenses may
   include registration, lodging, travel, and testing on Center time.
    A. The Executive Director shall review Request for Travel for initial examination expenses
        and, if deemed appropriate, shall approve Center payment of expenses incurred in
        obtaining the certification.
    B. The Center shall pay only for expenses incurred relative to the first examination of any
        specific certification which is applicable to the employee’s position within the Center’s
        organizational structure. If the employee fails the tests on his or her first attempt, all
        expenses related to subsequent testing to receive the certification shall be the sole
        responsibility of the employee.
    C. When the Center pays expenses incurred in obtaining specialized job-related certification,
        the employee shall incur an obligation to continue employment with the Center for one
        (1) year from the date of certification completion. If an obligated employee voluntarily
        resigns from Center employment within a year after the end date of the certification
        completion, the employee shall reimburse the Center a prorated portion of the cost of the
        certification expenses.




 Chapter II - Section 7                                                                   Page 94
 II.8 - MANAGEMENT AUTHORITY AND RESPONSIBILITIES
1. Executive Director’s Open Door. The Executive Director is available to any employee
   seeking to discuss work-related problems or concerns in an open and informal manner. When
   an employee has made a good faith effort to resolve difficulties with their Section supervisor
   and feels that their concerns have not been adequately addressed, they have the right to meet
   with the Executive Director without fear of reprisal or retaliation. The employee shall contact
   the Executive Director’s office to schedule an appointment. Once the date and time have been
   agreed upon, the employee shall inform his/her immediate supervisor of the scheduled
   meeting.
2. Human Resources. The City of Las Cruces’ Human Resources Department (hereinafter
   “Human Resources”) shall:
    A. Have overall responsibility for establishing, maintaining, and coordinating personnel
        transactions and records management systems and procedures for all Center employees
        consistent with state and federal laws.
    B. Advise and assist supervision/management on all Center personnel transactions and
        records management systems and procedures related to personnel.
3. Management and Supervision. Management and supervision shall:
    A. Initiate personnel transactions for their employees, using forms prescribed by Human
        Resources.
    B. Maintain a written record of contracts with employees as they deem appropriate.
    C. Direct and supervise all operations, functions, and the work of the employees.
    D. Determine the place to report to work, to determine methods, processes, and manner of
        performing work.
    E. Establish and revise schedules of work.
    F. Assign shifts, work days, hours of work, and work locations.
    G. Designate, assign, or reassign all work duties.
    H. Evaluate and judge the skill, ability, and efficiency and general work performance of
        employees.
     I. Take actions, as necessary, to carry out the mission of the Center in emergencies.
4. Employees. Employees shall receive a copy of all personnel transactions that affect their
   employment or personal status.
    A. Each employee shall notify supervision and Human Resources of any changes which may
        affect his or her employment or benefit status. Examples of changes in personal status
        include (but are not limited to):
           i. Marital status.
          ii. Dependent status.
         iii. Legal name change.
         iv. Physical limitation.
          v. Additional education, training, or certification.
         vi. Revocation of license, permit certification, or other credentials required for the job.
        vii. Changes of address or telephone number.



 Chapter II - Section 8                                                                   Page 95
5. Personnel Records Retention. Official Personnel records shall be retained for a period of
   time from date of receipt in compliance with the State Records Retention Act.




 Chapter II - Section 8                                                                Page 96
 II.9 - DISCIPLINARY ACTIONS/TRANSFERS & TERMINATIONS
1. Purpose. Employment practices encourage a productive and efficient work force. Retention,
   transfer, or termination of employees shall be based on work performance and potential for
   professional growth. In those situations where positions are to be eliminated or when there is a
   reduction in force, every reasonable effort shall be made to retain those regular employees with
   demonstrated high job performance.
2. Authority to Take Disciplinary Action. Supervisory and managerial personnel shall have the
   authority to take disciplinary actions deemed necessary in accordance with the Center’s Polices
   and Operating Procedures Manual.
3. Voluntary Transfer. Regular Full-time employees may compete for other regular Full-time
   vacancies. Part-time, temporary, seasonal, or provisional employees are also eligible to
   compete for regular Full-time positions.
    A. Employees may transfer from one (1) Section to another only at the beginning of a pay
         period unless an exception is made by the Executive Director.
4. Involuntary Transfer. Involuntary transfers of employees may be made to best use employee
   skills, education, or experience. Transfer may involve employee relocation to another Section
   within the Center. Transfer may also consist of reassignment and reclassification of an
   employee from one (1) job classification to another because of inability to perform essential
   job functions due to an ADA defined disability, reorganization, while under suspension from
   the employee’s principal duty, or for other reasons. The Executive Director or designee shall
   provide a written decision of the transfer and the conditions.
5. Suspension and other Disciplinary Actions. An employee's failure to observe personnel
   policies or work rules, or other employee actions, which adversely affect their job performance
   or the job performance of another employee, may be grounds for one (1) or more of the
   following disciplinary actions:
    A. Verbal Reprimand. The supervisor shall verbally notify the employee that since there
         has been a violation of work rules, enter policy, or procedures, an official warning is
         being given.
    B. Written Reprimand. A written reprimand, using the Notice of Disciplinary Action,
         given by the supervisor and approved by the Executive Director shall be entered into an
         employee's personnel record, subject to the right of appeal and review in accordance with
         the procedures provided in Chapter II, Section 11 of this Manual.
    C. Suspension. All suspensions from work shall be entered into an employee's personnel
         record. A supervisor may recommend the suspension of an employee from work without
         pay for flagrant violation or disregard of work rules, personnel policies, and regulations
         for varying periods of time approved by the Executive Director.
           i. Any suspension of more than three (3) days shall require that a predetermination
              (Loudermill) hearing be conducted and then ratified by the Executive Director prior
              to suspension. FLSA exempt employees may be suspended for one (1) or more full
              days for infractions of workplace conduct rules or for infractions of safety rules of
              major significance.
6. Termination. Termination is defined as separation of an individual from the work force,
   voluntarily or involuntarily, with resulting severance of all employee benefits.



 Chapter II - Section 9                                                                  Page 97
   A. Voluntary Termination. When an employee decides to leave employment, he or she
       shall submit written notice to their supervisor. Employees are encouraged to give at least
       two (2) weeks notice prior to departure.
   B. Involuntary Termination. This action may be initiated for a variety of reasons. Those
       reasons include, but are not limited to:
          i. Discovering during the probationary period that an employee is not capable of
             performing the job for which he or she was hired, or the employee is otherwise
             unsatisfactory in performance of his or her duties. This action is originated by a
             supervisor and may be initiated with or without cause as the employee is in an "at
             will" status.
         ii. Conclusion of a provisional, seasonal, or temporary assignment.
       iii. Incapacity or inability to perform the "essential job functions" for which the
             employee was hired, with or without reasonable accommodations.
        iv. For cause or for violation of work rules, including but not limited to:
              a. Dereliction of duty;
              b. Failure to report any criminal conviction;
              c. Flagrant or continued failure to obey work rules and regulations, as set forth
                   herein or as may be set forth in writing by the Executive Director;
              d. Inability to work with others;
              e. Dishonesty in the execution of job duties or dishonesty when participating in
                   an administrative investigation;
              f. For other employee conduct which is detrimental or prejudicial to the best
                   interests of the Center operation; or
              g. For misuse of Center credit cards.
   C. Notice Requirement. Employees who have completed probation must be presented with
       a Termination Notice prior to actual termination. The Termination Notice shall include:
          i. Written notice of the reason(s) for the proposed termination;
         ii. Explanation of the facts in support of the proposed termination; and
       iii. An opportunity for the employee to participate in a Predetermination (Loudermill)
             Hearing.
7. Predetermination (Loudermill) Procedures.
   A. A due process “Loudermill” hearing shall be afforded all regular Full-time and Part-time
       employees, who have successfully completed their probation, prior to termination,
       demotion, or a suspension of more than three (3) working days.
   B. The supervisor shall notify the affected employee, both orally and in writing, of his or her
       recommendation to terminate, demote, or suspend (for more than three [3] working days),
       the employee from Center service, and his or her reason(s) for doing so. This shall be
       accomplished in the following manner:
          i. The supervisor who initiates such action shall complete a Notice of Intent to
             Terminate, Demote, or Suspend form.
         ii. The completed form shall include:
              a. The recommended effective date of termination, demotion or suspension.



 Chapter II - Section 9                                                                 Page 98
               b. Reason(s) for terminating, demoting, or suspending the employee.
               c. Relevant documentation to support the termination, demotion, or suspension.
                   Such documentation shall be attached to the Notice of Intent to Terminate,
                   Demote, or Suspend form.
                      • EEO investigative reports are deemed confidential unless otherwise
                        directed by a competent court of jurisdiction or by order of the Executive
                        Director. Therefore, if an EEO investigation is the basis of disciplinary
                        action, the affected employee shall be provided a summary of the
                        investigation. The investigation documentation shall not be photocopied
                        or disseminated beyond the EEO Office, Executive Director’s Office, or
                        Human Resources.
               d. Date, time, and location of the employee’s “Loudermill” hearing. The hearing
                   must be conducted within five (5) business days from date of the notice.
    C. Following notification of intent to terminate or suspend, the Executive Director shall
         determine if the employee will continue working or be placed on administrative leave,
         with pay, pending the “Loudermill” hearing outcome. In the case of demotion, the
         employee shall maintain his or her position grade pending the outcome of the
         “Loudermill” hearing.
           i. The Loudermill hearing shall be conducted by the Executive Director.
          ii. The hearing shall be recorded. The original recording shall be transcribed by the
              Center, attached with any resulting disciplinary action, and submitted to Human
              Resources.
         iii. Participants in the Loudermill should be limited to the Executive Director,
              Recording Secretary, and the employee.
               a. The Executive Director shall state the reason(s) for the disciplinary action and
                   review relevant supporting documentation. The employee shall be afforded an
                   opportunity to refute the reason(s) for disciplinary action and enter into the
                   record any relevant documentation to support his or her position.
               b. The Executive Director shall forward a written recommendation, based on the
                   evidence presented at the Loudermill hearing, along with the Personnel Action
                   Notice and transcript of the Loudermill to Human Resources.
               c. The employee shall be notified by the Executive Director, within five (5)
                   business days, of the results of the hearing.
               d. Nothing in these procedures is designed to supersede or prevent an employee
                   from availing himself or herself of the Center’s grievance procedure.
               e. The Personnel Action Notice signed by the Executive Director shall be
                   forwarded to Human Resources who shall prepare all appropriate paperwork
                   and shall ensure proper notification of the employee.
8. Employees Involved in Job Misconduct or Criminal Activities. Employees charged with
   job misconduct or criminal activities may be placed on Administrative Leave with Pay or
   Leave Without Pay pending final determination, or may be assigned other duties pending a
   final outcome of the matter. Each situation under investigation shall be administered on a
   case-by-case basis. The Center’s legal representation may review each case and advise the




 Chapter II - Section 9                                                                  Page 99
   Executive Director. Administrative Leave with Pay shall be reported as time worked on time
   sheets.
9. Abolishment or Non-Funding of Positions.
    A. The Executive Director can recommend to abolish or not fund positions for the following
        reasons:
           i. When a position is no longer required to provide service for the community.
          ii. When there is insufficient revenue to support the position.
    B. Reasonable attempts shall be made to reassign or transfer personnel designated for
        separation due to abolishment of jobs. Reassignment or transfer may be lateral, to a
        lower grade, or to a higher grade, depending upon:
           i. Suitable vacancies for which the employee is qualified.
          ii. Ability of the employee to perform another function.
        iii. No job shall be abolished as a way to remove an individual from Center service.
         iv. The following procedures shall be utilized in dealing with displaced employees:
                a. Human Resources shall be notified of potential displaced employees due to
                    organization changes.
               b. Employment changes shall be announced in sufficient time so that employees
                    can voluntarily transfer to vacancies which occur. The Executive Director and
                    Section supervisors/managers shall inform employees a minimum of ninety
                    (90) days prior to the change in status.
          v. Employees whose positions are targeted for elimination shall be given the
              opportunity to transfer to positions for which they qualify on a non-competitive
              basis after those employees who qualify for priority referral due to ADA or
              Workers’ Compensation. Whenever possible, transfer shall take place at the current
              salary if the position is similar in value, at lower pay if the position has less
              responsibility, know-how, or accountability, or at a higher pay if it is a promotional
              opportunity.
         vi. Once affected employees have been identified, every vacancy which occurs shall be
              screened first by Human Resources to see if qualified potentially displaced
              candidates are available and there are not employees with priority referral due to
              Workers’ Compensation or ADA requirements.
        vii. Employees who were unable to successfully compete for vacancies shall be
              monitored by Human Resources and may be transferred to related occupations as
              trainees to undergo on-the-job training. This action may require a reduction in pay
              if the position involves less know-how, problem solving, and accountability.
              Appointments may be non-competitive and transfers may be directed involuntarily.
              The sole purpose of this action is to salvage the person's employment with the
              Center.
       viii. Employees, who cannot be placed within the Center because positions do not exist,
              may be laid off involuntarily after ninety (90) days from the date of notice.
              Employees laid off under this policy shall depart in good standing and shall be
              eligible for re-employment as positions become available for which they qualify.
              These employees shall be eligible for normal separation benefits such as coverage




 Chapter II - Section 9                                                                  Page 100
                under COBRA, unemployment compensation, and sell back of Sick/Annual Leave
                according to Center policy.
10. Re-establishment of Positions. The Executive Director may recommend reestablishment of
    positions:
     A. When revenue is sufficient and a need for resuming the discontinued position or service is
          justifiable and essential.
     B. When a position is reestablished, the person who was the incumbent when the position
          was abolished shall be given first consideration for appointment. However, that person
          must be able perform the essential job functions of the position, with or without
          reasonable accommodation.
11. Layoff. Layoff is defined as severance of an employee from the work force due to lack of
    work. Layoff is made without prejudice and is no fault of the affected employee.
     A. Selection for Layoff. When more than one (1) employee is in a position which has been
          scheduled to be discontinued, the following criteria may be considered to identify which
          person is to be laid off:
             i. Versatility and/or value to the department.
            ii. Overall job performance as compared to others within the Section.
          iii. Longevity within the Section.
           iv. Longevity with the Center.
12. Disbursement of Final Pay Check. When an employee resigns their position, the earned
    salary or wages plus any other compensation (such as Annual Leave accrual) shall be due and
    payable on the next regular payday. When an employee is dismissed from employment, the
    earned salary or wages plus any other compensation (such as Annual Leave accrual) shall be
    due and payable no later than the fifth (5th) calendar day following dismissal. Exempt
    employees shall be paid a proportionate part of that employee’s full salary for the time actually
    worked in last week of employment. The employee’s final paycheck shall be forwarded to
    Human Resources for disbursal.




   Chapter II - Section 9                                                                 Page 101
 II.10 - EMPLOYEE PERFORMANCE REVIEWS
1. Purpose. To provide the format for the mutual exchange of information about performance
   between the supervisor and employee, and to determine successful completion of the
   probationary period. Through performance evaluations, supervisors shall communicate to
   individual employees their performance expectations and Section goals. Supervisors shall
   assess the employee’s job-related performance and work to enhance overall job performance
   by providing direction and identifying training needs.
    A. Performance reviews and performance improvement plans may also be used when
        considering personnel actions for a regular employee.
2. Periods of Review.
    A. Each regular employee shall be given a performance review during the probationary
        period. This can be done by completing the performance evaluation form or other
        documentation as appropriate.
    B. A formal performance evaluation shall be completed:
           i. At the completion of the probationary period;
          ii. During the months of July and August each year for staff functions;
         iii. During the month of September for managers, supervisors, and administrators; and
         iv. At such time when an updated evaluation is necessary.
    C. If an employee changes assignment, position, or Section during the performance cycle,
        performance up to that point shall not be disregarded. The current supervisor shall
        complete an interim evaluation of the employee’s performance. The interim evaluation
        should be completed by the supervisor prior to the employee’s departure and sent with the
        Personnel Action Notice denoting the status change to the City of Las Cruces’ Human
        Resources Department (hereinafter “Human Resources”) for retention in the employee’s
        personnel file.
    D. Section supervisors/managers shall include an evaluation of their compliance with this
        policy.
3. Responsibilities.
    A. Each supervisor is responsible to set and communicate clear performance standards for
        his or her employees and to observe and discuss employee performance at the beginning
        of and throughout the review period. Evaluations are based on job-related performance
        during the review period. Supervisors may use as the basis for the performance
        evaluation, all information believed to be relevant to an understanding of the work
        performance and the employee and that is consistent with the scope of the job description
    B. The employee is responsible for understanding the duties and responsibilities required of
        the position, the employee work plan goals and measures, the core competencies and for
        asking any questions concerning those expectations and/or the evaluation process.
    C. Employees are responsible for contributing to the development of the performance
        objectives and for providing performance input throughout the evaluation period and
        explanation of actions occurring during the rating period.
    D. Employees are encouraged to record their perceptions of their working environment as
        well as their performance, accomplishments, training requests, and future goals and



 Chapter II - Section 10                                                              Page 102
         objectives. Supervisors should review and incorporate these into the evaluation as
         appropriate.
    E. The employee shall receive a copy of the performance evaluation instrument delineating
         goals, objectives, and core competencies to be evaluated and the year-end evaluation
         delineating performance. The employee’s refusal to sign the performance evaluation
         form does not make the performance evaluation unofficial.
    F. At the end of the performance evaluation cycle, the supervisor shall meet with each
         employee under his or her supervision and evaluate performance, discuss training needs,
         and to establish goals and objectives for the next evaluation cycle.
4. Review Coordination. Primary responsibility for initiation of a performance review shall be
   the responsibility of the supervisor.
    A. Each employee shall be afforded an opportunity to provide the supervisor with a self-
         assessment of his or her job performance for the rating period. The employee should be
         asked to provide a self-evaluation at least two (2) weeks prior to the evaluation meetings.
         A supervisor must review and consider the self-assessment when completing each
         employee’s performance evaluation.
    B. The supervisor shall forward the completed staff evaluations to the Executive Director for
         review by September 1 of each year.
    C. The Executive Director shall forward all completed evaluations for staff and managers,
         supervisors, and administrators to Human Resources by October 1 each year.
    D. Human Resources shall ensure that the evaluation results are made part of the employee's
         permanent personnel file.
5. Performance Review Comments. Each employee has the right to comment on their
   performance evaluation. If the employee chooses to do so in writing, such comments must be
   made during the evaluation period and shall be included in their personnel folder.
6. Performance Evaluation Dispute Resolution. Performance evaluations are not grievable.
   The decision issued by the Executive Director shall be final and binding.




 Chapter II - Section 10                                                                 Page 103
 II.11 - EMPLOYEE GRIEVANCES AND DISCRIMINATION
 COMPLAINTS
1. Policy. It is the policy of the Center to treat all employees fairly in matters affecting their
   employment. Every eligible employee shall have an opportunity to resolve matters which
   affect his or her employment. Every eligible employee with a grievance shall have the right to
   present the grievance in accordance with the following procedures without fear of reprisal.
2. Employee Grievance.
    A. The word grievance means a formal, written statement from an eligible employee
        concerning actions taken by the Center on one (1) of the following items: loss of pay,
        written reprimand, suspension, and termination. Demotions, reclassifications, transfers,
        reassignments, and changes in shift rotations may not be grieved by an employee unless
        they are a direct consequence of a disciplinary action to that employee. Performance
        reviews and promotions cannot be grieved.
    B. The wording eligible employee means any regular Full-time and regular Part-time
        employee. Discharge of an employee shall not preclude access to the grievance
        procedure.
    C. Employee Grievance Procedure.
           i. Step 1.
                a. Before an employee files a formal written grievance, the employee and his or
                    her immediate supervisor must make a good faith effort to resolve the issue.
               b. A good faith effort shall consist of a face-to-face meeting between the
                    employee and his or her immediate supervisor to discuss the issue and
                    resolution.
                c. The filing of a formal, written grievance shall not preclude continuing a good
                    faith effort to resolve the grievance. The good faith effort does not extend the
                    time limit(s) included in the grievance procedure.
          ii. Step 2.
                a. Within seven (7) business days following the event, on which the grievance is
                    based, an eligible employee may file a formal written grievance with the
                    Executive Director. The good faith efforts shall have taken place in order for
                    the formal written grievance to proceed.
               b. The grievance must be filed on forms available at the City of Las Cruces’
                    Human Resources Department (hereinafter “Human Resources”), the City of
                    Las Cruces’ EEO Office (hereinafter “EEO Office), and the Executive
                    Director’s Office.
                c. The grievance must be specific and refer to an issue that can be grieved. The
                    contents of a formal written grievance and settlement desired cannot be
                    changed after it is submitted.
               d. A copy of the grievance shall be immediately forwarded by the Executive
                    Director to Human Resources and the immediate supervisor of the employee.
         iii. Step 3.




 Chapter II - Section 11                                                                  Page 104
                a. Within seven (7) business days after receipt of the formal grievance and after
                    reviewing all the facts pertaining to the grievance, the Executive Director or
                    designee shall provide a written response to the employee who filed the
                    grievance. The decision issued by the Executive Director shall be final and
                    binding.
3. Discrimination and Harassment Policy. The Center does not tolerate any form of unlawful
   discrimination on the basis of race, religion, sex, sexual orientation, gender identity, color,
   ancestry, serious medical condition, national origin, age, or disability, in Center employment,
   Center operated programs, services, or facilities.
    A. The Center believes that all employees are entitled to a workplace free of harassment and
         expects employees to treat each other and our customers with courtesy and respect.
         Conduct which violates this policy includes, but is not limited to foul language, dirty
         jokes, or comments pertaining to race, religion, sex, sexual orientation, gender identify,
         color, ancestry, serious medical condition, national origin, age, or disability, regardless of
         whether the conduct was intended or not intended to offend or intimidate.
    B. Discriminatory practices include:
           i. Harassment on the basis of race, religion, sex, sexual orientation, gender identity,
              color, ancestry, serious medical condition, national origin, age, or disability.
              Harassment is a form of discrimination.
                a. Sexual harassment includes requests for sexual favors, unwelcome sexual
                    advances, and other non-verbal, verbal, or physical conduct of a sexual nature
                    that creates a hostile environment for persons of either gender.
                b. A hostile environment is a result of severe or pervasive harassment that
                    substantially interferes with an individual’s work performance. The
                    harassment must have been unwelcome and offensive to the victim and of a
                    nature that would be offensive to the reasonable person.
                      • The hostile environment standard applies to harassment on the basis of
                         race, religion, sex, sexual orientation, gender identity, color, ancestry,
                         serious medical condition, national origin, age, or disability.
                      • Examples of harassing conduct include, but are not limited to:
                           (i) Sexual harassment: Requests for sexual favors, sex oriented verbal
                              kidding, teasing, jokes, comments, display of sexually suggestive
                              objects or pictures, physical contact such as hugging, patting, or
                              brushing up against another’s body.
                           (ii) Gender or sex harassment: Gender based jokes or comments;
                           (iii) Race or national origin harassment: Epithets, slurs, or negative
                              stereotypical comments, jokes, or cartoons;
                           (iv) Age harassment: Stray remarks or jokes relating to a person’s age;
                           (v) Disability harassment: Disparaging remarks, slurs or jokes relating
                              to a person’s physical or mental disability;
                           (vi) Religious harassment: Coercion of employee participation in
                              religious activities, verbal attacks, or religious slurs;




 Chapter II - Section 11                                                                    Page 105
                        (vii) Employment decisions based on stereotypes or assumptions about
                           the abilities, traits, or performance of individuals of a certain sex,
                           race, religion, or ethnic group, or individuals with disabilities;
                        (viii) Denying employment opportunities to a person because of
                           marriage to, or association with, an individual of a particular race,
                           religion, national origin, or an individual with a disability; and
                        (ix) Retaliation to an employee who takes one (1) of the following
                           actions: Filing a complaint of discrimination, participating in a
                           discrimination investigation, opposing discriminatory practices, or
                           exercising any other right under federal anti-discrimination laws. The
                           Center shall not tolerate employment based retaliation and any
                           violation should be reported immediately.
       ii. Conduct prohibited by this policy is unacceptable in the workplace and in any work-
           related setting outside the workplace, such as during Center business trips, Center
           business meetings, conducting Center related business and Center business-related
           social events.
     iii. If an investigation determines that discrimination, harassment, or retaliation indeed
           occurred, the offender shall be subject to corrective action and/or disciplinary action
           up to and including termination.
  C. Procedures. The Center encourages the use of its preventive and corrective
     opportunities and an individual who feels that he or she has been a victim of
     discrimination may make a complaint, without fear of retaliation, according to the
     following procedures:
        i. Within thirty (30) business days of the alleged discriminatory incident, the
           complainant, at his or her discretion, shall make a complaint to any one (1) of the
           following designated representatives: Any Center supervisor or the Executive
           Director.
       ii. The complainant shall make contact with one (1) of the above designated
           representatives or his or her designee in order to properly bring forward a complaint.
     iii. The complainant may use the Center’s Discrimination Complaint Form to file a
           complaint. Other formats such as memorandums, handwritten statements, e-mail
           messages, or other formats may also be acceptable. Verbal complaints shall be
           converted into a written format as soon as practical by the designated representative.
           The designated representative shall forward the complaint to Human Resources
           within twenty-four (24) hours of receipt. Complaints which are submitted
           anonymously may not be accepted.
      iv. An employee who believes that he or she is a victim of discrimination, harassment,
           and/or retaliation in the workplace has an affirmative duty to report such conduct.
       v. The Center encourages employees to report sexual harassment from non-Center
           employed individuals, such as vendors or others who may use Center facilities or
           services. In this event, the Executive Director of the complainant shall take the
           necessary action to address the harassment.
      vi. Supervisors have a duty to proactively address workplace issues that deal with
           discrimination and harassment under the theory of they “knew or should have



Chapter II - Section 11                                                                Page 106
            known of the harassment”. Additionally, inappropriate supervisor conduct is not
            acceptable. A supervisor who fails to take appropriate action under this Section or
            otherwise engages in inappropriate conduct shall be subject to disciplinary action.
      vii. To the extent possible, the confidentiality of the person making the complaint and
            that of the respondent shall be maintained.
             a. Information contained in the report of inquiry may be used in disciplinary
                  actions resulting from the investigation.
             b. EEO investigative reports are deemed confidential unless otherwise directed by
                  a competent court of jurisdiction.
              c. Therefore, if an EEO investigation is the basis of disciplinary action, the
                  employee shall be provided a summary of the investigation.
             d. Investigation documentation shall remain confidential, to the extent allowed by
                  law, and shall not be photocopied or disseminated beyond the EEO Office,
                  Executive Director’s Office, and Human Resources. Relevant Documentation
                  for purposes of any resulting Loudermill shall consist of a summary of the
                  findings.
     viii. Within five (5) business days from the receipt of the complaint, the EEO Officer, or
            in the absence of the City EEO Officer, an individual designated by the Executive
            Director, shall begin an investigation of the complaint.
             a. Center employees shall cooperate with an investigation and be truthful with the
                  investigator. Failure to cooperate and to be truthful may result in disciplinary
                  action.
       ix. Within forty-five (45) business days from the beginning of the investigation, the
            EEO Officer or designated individual shall submit a confidential written report of
            inquiry to the Center’s legal representation.
        x. The Center’s legal representation shall have fourteen (14) business days to review
            the report and to issue a written determination on whether a discriminatory practice
            has occurred.
       xi. Within five (5) business days of receipt of the determination, the Executive Director
            or his or her designee shall review the determination and report. Disciplinary action
            shall be consistent with Center policy and procedures. The Executive Director shall
            forward a copy of the determination, along with the report to the EEO Officer.
  D. Notification.
         i. The EEO Officer shall notify the complainant of the determination.
        ii. The Executive Director shall notify the respondent of the determination.
  E. External Complaints.
         i. If the determination is not satisfactory to the complainant, and the complainant is a
            Center employee, the EEO Officer shall advise the complainant that he or she has
            further recourse to the New Mexico Department of Labor Human Rights Division or
            the United States Equal Employment Opportunity Commission. If the complainant
            is not a Center employee, he or she shall be advised of the right to file a complaint
            with the New Mexico Department of Labor Human Rights Division or the United
            States Equal Employment Opportunity Commission. For disability complaints not




Chapter II - Section 11                                                                Page 107
              related to employment, an individual may contact the United States Department of
              Justice.
         ii. Individuals may also file directly with the following agencies:
               a. New Mexico Department of Labor
                    Human Rights Division
                    Aspen Plaza
                    1596 Pacheco Street
                    Santa Fe, New Mexico 87505
                    1-800-566-9471
                    [Contact within 300 calendar days from incident]
               b. United States Equal Employment Opportunity Commission
                    505 Marquette Avenue NW, Suite 900
                    Albuquerque, New Mexico 87102
                    1-800-669-4000
                    [Contact within 300 calendar days from incident]
               c. United States Department of Justice
                    Civil Rights Division
                    Coordination and Review Section
                    P.O. Box 66118
                    Washington, D.C. 20035-6118
                    1-800-514-0301 (voice)
                    1-800-514-0383 (TTY)
                    [Contact within 300 calendar days from incident]
4. Americans with Disabilities Act and the ADA Restoration Act Policy. The Animal Service
   Center of the Mesilla Valley is committed to the fair and equal employment of qualified
   persons with disabilities. While many individuals with disabilities can apply for and perform
   jobs without accommodation, workplace barriers may keep others from entering and
   performing jobs without reasonable accommodation. It is the policy of the Center to
   reasonably accommodate qualified individuals with disabilities unless the accommodation
   would impose an undue hardship.
    A. Definitions.
          i. Person with a Disability. For purposes of this policy, a person with a disability is
              one who:
               a. Has a physical, mental or emotional impairment that substantially limits one
                    (1) or more major life activities. Those activities may include, but are not
                    limited to, the following: caring for oneself; performing manual tasks; seeing;
                    hearing; eating; sleeping; walking; lifting; bending; speaking; breathing;
                    learning; reading; concentrating; thinking; communicating; working; and/or
                    major bodily function.;
               b. Has a record of such an impairment; or
               c. Is regarded as having such an impairment.
         ii. Qualified Person. A person who:
               a. Possesses the knowledge, skills, abilities, education, certification, licensure,
                    and other requirements of the job currently held or desired; and



 Chapter II - Section 11                                                                Page 108
           b. Who, with or without reasonable accommodation, can perform the essential
                functions of the job currently held or desired.
     iii. Reasonable Accommodation. A reasonable accommodation is any modification or
          adjustment to a job, the work environment, or the way in which the work is
          customarily done, that makes it possible for a qualified individual with a disability
          to perform the essential functions of the job and ensure equal employment
          opportunity, without undue hardship.
     iv. Direct Threat. A direct threat is as a “significant risk to the health or safety of others
          that cannot be eliminated by reasonable accommodation.” The Center shall not hire
          nor retain an employee who poses a direct threat that cannot be reduced to an
          acceptable level or eliminated by providing a reasonable accommodation. An
          accommodation may still be refused if it would cause a direct threat to the worker or
          others. The factors to consider in making a direct threat determination include:
           a. Duration of the risk;
           b. Nature and severity of the potential harm;
           c. Likelihood that the potential harm will occur; and
           d. Imminence of the potential harm.
      v. Undue Hardship. An undue hardship is an action that is unduly costly, extensive,
          substantial, or disruptive, or that would fundamentally alter the nature or operation
          of the Center. Undue hardship is defined as an action requiring significant difficulty
          or expense when considered in light of the following:
           a. Nature and cost of the accommodation needed;
           b. Overall financial resources of the facility or facilities involved; the number of
                persons employed at such facility; the effect on expenses and resources; or the
                impact otherwise of such accommodation;
           c. Overall financial resources of the employer; overall business size with respect
                to number of employees; type of operation of the employer, including the
                composition, structure, function of its workforce; the geographic separateness,
                administrative or fiscal relationship of the facility or facilities in question to the
                employer.
  B. Procedures.
       i. Notice to Applicants and Employees. Each Section of the Center shall post and
          inform all employees of this reasonable accommodation policy and shall make the
          policy available in accessible formats upon request.
      ii. Starting the Reasonable Accommodation Process. A person with a disability, or his
          or her designee, may start the interactive process by making an oral or written
          request for a reasonable accommodation to his or her supervisor, a supervisor or
          manager in his or her immediate chain of command; the EEO Office; Human
          Resources; or the City of Las Cruces’ ADA Coordinator (hereinafter “ADA
          Coordinator”); or, in connection with the application process, Human Resources, or
          hiring unit. This policy does not require people with disabilities to use particular
          words in their request; nor does it require the person with the disability to submit a
          written form. The form provided is for convenience only, and may be completed by
          either the requesting or receiving person.



Chapter II - Section 11                                                                   Page 109
       iii. Processing Requests.
              a. First-line supervisors are authorized to consider and approve requests for
                  reasonable accommodation whenever possible. Within two (2) working days
                  of receiving a request for accommodation, the supervisor shall, in consultation
                  with the individual:
                     • Discuss the purpose and essential functions of the particular job involved;
                     • Completion of a step-by-step job analysis may be necessary; Human
                       Resources shall be available to perform or assist in the completion of a job
                       analysis;
                     • Determine the precise job-related limitation(s);
                     • Identify the potential accommodation(s) and assess the effectiveness each
                       would have in allowing the individual to perform the essential functions of
                       the job; and
                     • Select and implement the accommodation that is the most appropriate for
                       both the individual and the employer. While an individual’s preference
                       shall be given consideration, the department can choose from among
                       equally effective accommodations and may choose the one (1) that is less
                       expensive or easier to provide.
             b. The supervisor shall document this discussion on the attached Reasonable
                  Accommodation Request Form and forward the completed form to the ADA
                  Coordinator. The ADA Coordinator is available to provide technical
                  assistance.
              c. If the front-line supervisor is unable to make a definitive decision, for whatever
                  reason, about providing the accommodation, he or she shall forward a written
                  request for accommodation along with his or her recommendation to the ADA
                  Coordinator within five (5) working days following the employee’s request.
             d. If the ADA Coordinator is unable to make a definitive decision after receipt of
                  all supporting documentation from the employee and/or physician, the ADA
                  Coordinator shall forward a written request, along with his or her
                  recommendations to the Executive Director within five (5) working days from
                  the date the supporting documentation has been received.
              e. The Executive Director shall provide a decision in writing to the ADA
                  Coordinator and employee within five (5) working days.
       iv. Determination of Disability. The determination of whether or not an ADA disability
            is present shall be made by the ADA Coordinator on a case-by-case basis. This
            determination is made on the basis of information provided by the
            employee/applicant and may include medical information by the treating physician,
            if required, and with or without consideration of mitigating or corrective measures.
        v. Medical Information.
              a. The Center is entitled to know that an individual has a covered disability that
                  requires a reasonable accommodation. Therefore, the Center may ask for
                  medical information about the disability, including, as it may impact:
                     • The nature, severity, and duration of the impairment;



Chapter II - Section 11                                                                 Page 110
                  • The activity or activities that the impairment limits;
                  • The extent to which the impairment limits the individual’s ability to
                    perform the activity or activities; and/or
                  • Why the individual requires reasonable accommodation or the particular
                    reasonable accommodation requested, as well as how the reasonable
                    accommodation will be effective.
            b. If the disability and/or need for accommodation is not obvious, or if
               information already submitted by the individual is insufficient for the Center to
               make these determinations, the Center may request supplemental medical
               documentation.
            c. The Center may also request supplemental documentation when the
               information already submitted is insufficient to document the disability and/or
               the functional limitations it causes. Failure to provide necessary
               documentation where it has been properly requested could result in a denial of
               reasonable accommodation.
            d. Any medical documentation required, shall be collected and maintained on
               separate forms and in separate files by the ADA Coordinator.
            e. When medical information is requested and received, the information may be
               disclosed only to those involved in determining whether to grant the reasonable
               accommodation.
       vi. Timeframes.
            a. Within thirty (30) days of a requested accommodation, the request shall be
               granted or denied, absent extenuating circumstances, however, where a
               particular accommodation can be provided in less time, it shall be provided as
               promptly as possible.
            b. Extenuating circumstances that would justify not processing a request for
               reasonable accommodation within the thirty (30) day maximum, are factors
               that could not reasonably have been anticipated or avoided in advance of the
               request. These may include situations in which equipment must be ordered or
               if the individual’s health professional fails to provided necessary
               documentation in a timely manner.
      vii. Reassignment.
            a. Reassignment is a form of reasonable accommodation for an employee who,
               because of a disability, can no longer perform the essential functions of the
               position he or she holds, with or without reasonable accommodation.
               Reassignment consideration shall occur only after no effective
               accommodations that would enable the employee to perform the essential
               functions of his or her current job are identified, or if accommodations would
               impose an undue hardship. Reassignment is available only to employees, not
               to applicants.
            b. Reassignments are made only to a vacant position for which the employee is
               qualified. An employee shall be qualified if he or she: (1) satisfies the
               requisite skill, experience, education, and other job-related requirements of the




Chapter II - Section 11                                                              Page 111
                 position; and (2) can perform the essential functions of the position with or
                 without reasonable accommodation.
            c. If reassignment is determined to be the appropriate accommodation, Human
                 Resources shall first look for an equivalent vacant position in the Center,
                 equivalent to the one (1) presently held by the employee in terms of pay and
                 other job status.
            d. If the employee is not qualified, with or without reasonable accommodation,
                 for an equivalent vacant position (or a position the Center knows will become
                 vacant within a reasonable period of time) or no equivalent vacant position
                 exists, the Center may reassign the individual as a reasonable accommodation
                 to a lower graded vacant position for which the employee is qualified. If this
                 occurs, the Center is not required to maintain the individual’s salary at the
                 previous level.
            e. The Center is not required to create a new job or to bump another employee
                 from a job in order to provide reassignment as a reasonable accommodation.
     viii. Denials of Reasonable Accommodation. Where a department denies an individual’s
           request for a reasonable accommodation, it must notify the individual in writing of
           the denial and the reasons for it. The denial should be written in plain language with
           as much specificity as possible, and identify the employee or office that made the
           decision. All denials must notify the individual that he or she has the right to file an
           EEO complaint.
  C. Job Application Process.
        i. Human Resources shall post and notify all applicants of this accommodation policy
           and shall make this policy available in alternative formats upon request.
       ii. When a request for accommodation is received from an applicant, Human Resources
           shall discuss the needed accommodation and discuss possible alternatives with the
           applicant. Human Resources shall be entitled to know that an individual has a
           covered disability that requires a reasonable accommodation. Therefore, if the
           disability and/or need for accommodation is not obvious, or if information already
           submitted by the individual is insufficient for the Center to make these
           determinations, Human Resources may ask for information about the disability,
           including, as it may impact:
            a. The nature, severity, and duration of the impairment;
            b. The activity or activities that the impairment limits;
            c. The extent to which the impairment limits the individual’s ability to perform
                 the activity or activities; and/or
            d. Why the individual requires reasonable accommodation or the particular
                 reasonable accommodation requested, as well as how the reasonable
                 accommodation will be effective.
      iii. Human Resources shall make a decision regarding the request for accommodation
           and, if approved, take the necessary steps to see that the accommodation is provided.
      iv. If the accommodation is not approved, Human Resources shall inform the applicant
           the reason for denial, in writing, within three (3) working days of the decision.




Chapter II - Section 11                                                                 Page 112
  D. Funding Accommodations. Funding must be provided by the Center for
     accommodations which do not cause an undue hardship.
  E. Undue Hardship.
       i. The Executive Director shall meet with Human Resources to discuss any requested
          accommodation to determine if said accommodation may result in an undue
          hardship.
      ii. If the Executive Director concludes a requested accommodation may result in an
          undue hardship, he or she shall meet with the Board of Directors within thirty (30)
          working days from the time of the request to consider the potential undue hardship.
          The Executive Director, in conjunction with the Board of Directors when the cost of
          the accommodation is considered, shall determine undue hardship by considering:
           a. The nature and cost of the accommodation in relation to the size, the financial
                resources, the nature and structure of the Center’s operation; and
           b. The impact of the accommodation on the nature or operation of the Center.
     iii. If the Executive Director, in conjunction with the Board of Directors, determines the
          accommodation will impose an undue hardship, the Executive Director shall provide
          a decision in writing to Human Resources, the employee’s supervisor, and the
          employee/applicant within five (5) working days of the decision.
     iv. If the Executive Director concludes that the cost of an accommodation would
          impose an undue hardship and no funding is available from another source, an
          applicant or employee with a disability must be offered the option of paying for the
          portion of the costs that constitutes an undue hardship, or of providing the
          accommodation.
  F. Complaint Process.
       i. Applicants or employees who believe they have a grievance under the ADA are
          encouraged to use the Center’s discrimination policy as outlined in the Center’s
          Policies and Operating Procedures Manual. A copy of this policy shall be available
          upon request from the Executive Director, EEO Office, or Human Resources.
      ii. Nothing in this policy or procedure shall prevent any individual who believes they
          have a grievance under the ADA from taking other action to seek resolution. The
          complainant is informed that at any time prior to three-hundred (300) days having
          elapsed from the date of occurrence; the complainant may file a formal charge with
          the U.S. Equal Employment Commission or within one-hundred-eighty (180) days
          with the New Mexico Human Rights Division.




Chapter II - Section 11                                                             Page 113
 II.12 - BENEFITS
1. Employee Insurance Benefits. Full-time and Part-time regular employees, and some contract
   and grant-funded employees budgeted to work thirty (30) or more hours per week are eligible
   for the employer contribution of group insurance group insurance benefits as provided by the
   Center. Information on employee benefits and eligibility requirements are available from the
   City of Las Cruces’ Human Resources Department (hereinafter “Human Resources”).
2. Medical Privacy. From time to time the Animal Service Center of the Mesilla Valley
   (hereinafter “Center”) may require and obtain employee medical information as it relates to
   that employee’s ability to perform the essential functions of their position. This information
   may be obtained as a result of a Workers’ Compensation injury, Family and Medical Leave
   qualifying event, request for reasonable accommodation under the Americans with Disabilities
   Act, or Fitness-for-Duty Evaluation.
    A. It is the policy of the Center to maintain strict confidentiality of all medical information
         obtained in accordance with all state and federal regulations and to use medical
         information obtained for the purposes stated in the Release of Information. Managers and
         supervisors shall be informed of any current restrictions; however, medical information
         shall only be released to those with a need to know.
3. Retiree Health Insurance. All PERA eligible employees are to contribute on a bi-weekly
   basis through payroll deductions to the New Mexico Retiree Health Care Authority in the
   amount prescribed by the New Mexico State Legislature and as amended from time to time as
   a term and condition of employment.
4. COBRA Policy. The Center adheres to all requirements of the Consolidated Omnibus Budget
   Reconciliation Act (hereinafter “COBRA”) as they apply to our employees. The Center’s
   COBRA policy is administered by the State of New Mexico General Services Department,
   Risk Management Division (hereinafter “State RMD”). Should an employee lose their
   medical, dental, or vision coverage under the plans offered through the State RMD as a result
   of a qualifying event, the employee and their eligible dependents shall be given the opportunity
   to continue to purchase coverage as a group member for the legally-specified period of time
   following the loss of coverage.
    A. Although employees’ right to elect continuation coverage occurs upon a qualifying event,
         coverage is not automatic. Employees and/or their eligible dependents must make an
         affirmative election of coverage before coverage shall begin. The State RMD shall notify
         the employee and/or their eligible dependents of their rights and the stipulations
         necessary to continue coverage under COBRA. The election to continue coverage must
         be made within sixty (60) days of the date coverage is lost or the date of the notice of
         eligibility, whichever is later.
    B. Eligibility. Employees are eligible for continuation coverage if terminated from
         employment for any reason other than for gross misconduct or if a reduction in hours
         results in the loss of coverage under our group medical, dental, and vision plans.
         Continuation coverage shall be available for eighteen (18) to thirty-six (36) months,
         depending upon the qualifying event.
    C. Qualifying Event. A qualifying event (QE) for purposes of continuation of coverage
         under COBRA occurs when:




 Chapter II - Section 12                                                                Page 114
        i. The employee is terminated for any reason other than gross misconduct on the
           employee’s part (QE for the employee, spouse, and dependent children, or domestic
           partner and dependent children).
       ii. The employee’s working hours are reduced to the point that he or she loses some or
           all of the benefits under the plan (QE for the employee, spouse, and dependent
           children, or domestic partner and dependent children).
     iii. The employee is divorced or legally separated (QE for the employee’s spouse and
           dependent children).
      iv. The employee’s spouse is divorced from the employee or obtains a legal separation
           (QE for the employee’s spouse).
       v. The employee becomes entitled to Medicare (QE for the employee’s spouse and
           dependent children, or domestic partner and dependent children).
      vi. The employee’s dependent child loses dependent status as defined by the plan (QE
           for that dependent child).
     vii. The employee does not return to work after FMLA leave ends (QE for the
           employee, spouse, and dependent children, or domestic partner and dependent
           children).
  D. Notice of Election. Human Resources shall notify the State RMD of the qualifying event
     within thirty (30) days of receipt of notification of the qualifying event. The employee or
     the employee’s qualified beneficiary must notify the Benefits Coordinator within thirty
     (31) days of a divorce or legal separation or the date on which the employee’s child
     ceases to be a dependent under the Benefit plan rules.
        i. The State RMD shall mail notice of the right to elect continuation coverage to the
           employee or his or her qualified beneficiary by first-class mail to his or her last
           known address or to the last known address of the qualified beneficiary.
  E. Length of Coverage. The length of coverage depends on the type of qualifying event
     that occurs.
        i. Eighteen (18) Month Period. Qualifying events include termination of employment,
           other than for gross misconduct, or a reduction of hours.
       ii. Twenty-nine (29) Month Period. A qualified beneficiary is determined under the
           Social Security Act to have a disability at the time of a termination of employment
           or reduction in hours.
     iii. Thirty-Six (36) Month Period. This is given:
            a. For the death of the covered employee;
            b. For the loss of dependent child status under the plan;
            c. When the covered employee becomes entitled to Medicare;
            d. For divorce or legal separation of the covered employee;
            e. For multiple qualifying events.
  F. Coverage Termination. Continuation coverage may be terminated prior to the end of
     the applicable coverage period if any of the following circumstances occur:




Chapter II - Section 12                                                              Page 115
         i. The qualified beneficiary (the employee, the employee’s spouse or the employee’s
            spouse on behalf of dependent children or domestic partner) fails to make timely
            payment of premiums for continuation coverage.
        ii. The qualified beneficiary becomes covered under another group health plan that is
            not maintained by the State RMD, or Center and does not contain any pre-existing
            condition limitation or exclusion affecting the qualified beneficiary.
       iii. The qualified beneficiary becomes eligible for Medicare.
       iv. The Center’s group health plans are terminated.
        v. The continuation period has been extended because the qualified beneficiary was a
            person with a disability but no longer has the disability.
       vi. For cause on the same basis that the coverage of similarly situation active employees
            may be terminated.
   G. Cost. The cost for continuation coverage shall be determined by the State RMD.
         i. Employees are responsible for the same deductibles and co-payments under the
            plans that the employees were responsible for before coverage was lost. Any
            amounts already incurred under the original plan shall be credited to the employees’
            continuation coverage.
5. Employee Assistance Program.
   A. Policy. The Center shall provide professional and confidential assistance to any
      employee and their immediate family (spouse/domestic partner and dependent children)
      who may wish to consult with a professional counselor regarding a personal or family
      problem. The services provided are confidential and are available at no cost to the
      individual.
   B. Scope. Employee Assistance Program (hereinafter “EAP”) services provided are short-
      term, focused on problem solving and very practical in nature. In the instance where an
      individual is specifically in need of a great level of assistance, that person shall be
      referred to the most appropriate professional as provided for in the employee benefit
      package.
         i. It is the responsibility of management to support this policy by remaining alert to
            job performance and behavior changes, and to bring these to the attention of the
            employee, along with an offer of assistance at the earliest indication of a recurrent
            problem. The Executive Director, administrators, and supervisors should not
            attempt to diagnose the nature of the personal problem, but should use the EAP to
            deal with work performance/work habit problems.
        ii. Employees are encouraged to seek assistance through or accept referral to the EAP
            and to comply with the recommended action plan when personal problems are
            affecting the employee’s work performance. An employee’s continued failure to
            take action to resolve a work problem shall be handled through the applicable Center
            policies.
       iii. Participation in the EAP in no ways relieves the employee of the responsibility to
            meet acceptable work performance and conduct standards. Normal corrective action
            procedures shall continue during an employee’s participation in the program.




 Chapter II - Section 12                                                              Page 116
    C. Referrals. Employees may obtain professional assistance through the EAP by self-
       referral or Executive Director or supervisor referral.
          i. Self-Referral. An employee, or dependent, who desires confidential assistance for a
             personal problem should call the EAP office and schedule an appointment.
              a. All communication between the employee, or dependent, and the EAP
                   counselor is confidential. When the counselor becomes aware of a situation
                   where the employee or dependent, presents a clear and present danger to
                   themselves or others, the EAP counselor shall take whatever action is deemed
                   appropriate and necessary to mitigate the danger, pursuant to applicable state
                   and federal laws.
         ii. Executive Director/Administrator/Supervisor Referral.
              a. Referral to the EAP by the Executive Director, administrator, or supervisor
                   may be based upon an employee’s request for assistance with a personal
                   problem that may be affecting, or has the potential to affect the employee’s job
                   performance. When an employee has come to the Executive Director,
                   administrator, or supervisor to seek advice regarding a personal problem, the
                   Executive Director, administrator, or supervisor should make the team member
                   aware of the professional assistance available through the EAP and offer to
                   assist the team member in arranging an appointment with the EAP counselor.
                   Referral to EAP shall be strictly voluntary except when such referral is the
                   result of a violation of the Violence in the Workplace Policy or Substance
                   Abuse Policy.
              b. If the team member chooses not to accept assistance at this time, the Executive
                   Director, administrator, or supervisor should reinforce the organization’s
                   expectation for improved performance or appropriate conduct and the
                   consequences for failure to improve. Results of this meeting should be
                   documented.
               c. All information pertaining to an employee’s referral to the EAP and
                   information provided by the EAP counselor to the Executive Director,
                   administrator, or supervisor should be accorded the same standards of
                   confidentiality as applied to all mental health/substance abuse treatment related
                   records and information.
        iii. Appointments During Working Hours. An employee can schedule meetings with
             the EAP counselor during normal working hours. For visits to an outside provider
             during work hours, the employee shall use leave accruals, if available, or Leave
             Without Pay if no leave accruals are available.
6. Workers’ Compensation. To the extent provided by law, all Center employees are covered
   under the provisions of the New Mexico Workers' Compensation Act. Workers’
   Compensation covers work-related injuries or illness arising out of and in the course of
   employment that requires medical, surgical, or hospital treatment.
    A. Procedures.
          i. All on the job illnesses and injuries (no matter how minor an on-the-job injury may
             appear) which are work-related must be formally reported immediately or as soon as
             possible to the employee’s immediate supervisor. The employee and supervisor




 Chapter II - Section 12                                                                 Page 117
              shall complete the First Report of Accident form. If an employee is injured during a
              period which the Center’s preferred medical provider is not available, the employee
              should report to the emergency room for treatment if necessary, and notify their
              immediate supervisor as soon as possible. The employee shall be sent to the
              preferred medical provider the next business day so that a follow up may be
              conducted.
          ii. The Center reserves the right to require a medical examination at any time during
              the Workers’ Compensation absence and prior to the employee’s return to work.
        iii. The Center shall not be liable for the payment of Workers' Compensation benefits
              for injuries that occur during an employee's voluntary participation in any off-duty
              recreational, social, or athletic activity sponsored by the Center.
         iv. FMLA leave runs concurrently with any Workers’ Compensation Leave.
          v. Any questions regarding Workers' Compensation or on-the-job injuries should be
              directed to the Administrative Supervisor or designee.
7. Domestic Partner Benefits. All Center employees that have a domestic partner as defined in
   A herein, shall be provided benefits on the same basis provided to legal spouses.
   A. The Center defined domestic partners as two (2) individuals who are in a mutually
        exclusive, committed relationship for the last twelve (12) months, who share a primary
        residence, who are jointly responsible for the common welfare of each other, who share
        financial obligations and have executed an affidavit of domestic partnership with Human
        Resources and granted domestic partnership status. There must be an exclusive mutual
        commitment similar to that of marriage, in which the partners agree to be financially
        responsible for each other’s welfare and share financial obligations.
   B. Qualifying Criteria. To be recognized as domestic partners by the Center, both
        individuals must meet all of the following criteria, sign an Affidavit of Domestic
        Partnership form, and submit necessary documentation to Human Resources.
           i. Both domestic partners must be unmarried;
          ii. Domestic partners must have been in a mutually exclusive relationship for the last
              twelve (12) months, intending to do so indefinitely, and must share the same
              primary residence;
        iii. Domestic partners must meet the age requirements for marriage in the State of New
              Mexico and be mentally competent to consent to contract;
         iv. Domestic partners must not be related by blood to the degree prohibited in legal
              marriage in the State of New Mexico;
          v. Domestic partners must be jointly responsible for the common welfare of each other
              and share financial obligations. An Affidavit of Domestic Partnership form signed
              to that effect and proof of three (3) of the following must be submitted to Human
              Resources:
               a. Joint mortgage or lease;
               b. Joint ownership of a motor vehicle;
               c. Joint bank account;
               d. Joint credit account;
               e. Domestic partner named as beneficiary of the other’s retirement benefits;



 Chapter II - Section 12                                                               Page 118
              f. Domestic partner named as beneficiary of the other’s life insurance;
              g. Domestic partner named as primary beneficiary in the other’s will;
              h. Domestic partner assigned durable property or health care power of attorney.
       vi. Providing false information may result in disciplinary action, dismissal, and
            reimbursement of costs involved in providing benefit coverage.
  C.   Termination of Domestic Partnership. Individuals granted domestic partnership status
       must report any change in status that terminates the relationship to Human Resources,
       within thirty-one (31) calendar days, by completing a Termination of Domestic
       Partnership form. Upon completion of a Termination of Domestic Partnership form, the
       employee would not be eligible to re-enroll a domestic partner until the plan’s next open
       enrollment.
  D.   Qualifying as a Dependent of Domestic Partner. The child of a domestic partnership
       qualifies as an eligible dependent:
         i. If either of the domestic partners is the biological parent of the child;
        ii. If either or both partners are adoptive parents of the child; or
       iii. If the child has been placed in the domestic partner’s household as part of an
            adoptive placement.
  E.   Services and Benefits. Domestic partners and their dependents, as defined within this
       Section, shall be granted all and the same services and benefits as those provided to
       married spouses and their dependent, except where expressly prohibited by law. All
       Center policies that affect employees, spouses, and their families also apply to
       employees, domestic partners, and their families.
  F.   Taxability. The value of insurance benefits provided to the domestic partner is
       considered taxable income to the employee by the Internal Revenue Service and is
       subject to social security and federal and state income tax withholding.




Chapter II - Section 12                                                               Page 119
 CHAPTER III - OFFICE OPERATIONS

 III.1 - CUSTOMER SERVICE
1. General. Staff members of the Animal Service Center of the Mesilla Valley (hereinafter
   “Center”) come in contact with thousands of people each month at the Center facility and
   offsite event locations. The goal of Center staff shall be to offer and communicate information
   about Center operations and programs to members of the community so that they can carry a
   positive message with them about our functions and services. The Center’s good reputation
   helps ensure that many animals find good, permanent homes.
    A. Staff objectives shall include the following:
            i. To welcome and greet visitors to our Center;
           ii. To answer questions in a helpful, positive, and accurate manner;
         iii. To assist the public in understanding the role the Center plays in our community;
               and
          iv. To provide quality customer service to the patrons of our community.
    B. Staff members are asked many questions while assisting patrons. How staff members
         answer those questions makes a big difference in how the public understands the mission
         of the Center. Information should be shared during every encounter. Patrons should be
         encouraged to ask anything.
            i. Information shall always be offered in a positive manner.
           ii. Patrons shall be encouraged to take resource information home, such as educational
               pamphlets.
         iii. Patrons shall be treated with respect and without condescension.
    C. Staff shall remember, patrons may know very little about the organization and the way
         things operate at the Center. In making a patron feel welcome and comfortable, he or she
         is likely to feel good about his or her visit and will return or share their experience with
         others.
    D. Body language is very important. In many ways a staff member communicates more
         when he or she does not speak than when he or she does.
            i. Staff shall smile and greet each patron in a friendly manner.
           ii. Staff shall offer to show patrons adoptable animals and answer questions.
         iii. Staff shall not offer information that may not be factual. Unless authorized and
               trained to do so, staff shall not offer animal healthcare advice, animal training
               advice, personal ideas about pet care, or information about particular animals that
               may not be accurate.
                 a. An example would be “all calico cats are good mousers” or “this is the perfect
                     dog for you.”
2. Complaints. A patron wishing to make a formal complaint or voice concerns in regards to a
   service, staff member, or other issue or incident involving Center operations, shall be
   welcomed and treated with respect by Center staff members.




 Chapter III - Section 1                                                                  Page 120
   A. The complaint shall be brought to the attention of the Administrative Supervisor or
       designee. The Administrative Supervisor or designee shall assess the complaint and
       notify the supervisor(s) of any other involved Sections if deemed necessary.
   B. The complainant shall be asked to submit a formal written complaint, explaining the
       circumstances of the issue.
   C. The supervisor responding to the complaint shall address the issue in a positive and
       helpful manor.
   D. If the complainant is unsatisfied with the response from the supervisor, the complaint
       shall be forwarded to the Executive Director.
   E. Complaints shall be well documented by the responding supervisor and filed with the
       Administrative Supervisor.
3. Disruptive Persons.
   A. Any person found to be disruptive of Center operations through argumentative,
       intimidating, threatening, or hostile behavior shall be asked to correct such behavior in
       order for Center services to continue for that person.
          i. If the person continues to be disruptive, an on-duty supervisor shall be notified
             immediately.
         ii. The supervisor shall respectfully and politely request that the person cease the
             disruptive behavior, so that the supervisor may provide assistance with the issue at
             hand.
        iii. If the person continues to be disruptive, the person shall be asked to leave the
             premises, and the local police shall be immediately notified and a police report shall
             be requested.
        iv. The incident shall be documented by the supervisor on the Center’s Disruptive
             Person Incident Report form.




 Chapter III - Section 1                                                                 Page 121
 III.2 – DONATION PROCESSING
1. Patrons wishing to make donations to the Animal Service Center of the Mesilla Valley
   (hereinafter “Center”) shall be directed to either the Receiving Office or Adoption Office.
    A. All monetary donations shall be processed though the PetPoint system. The following
         are guidelines for such data entry. Office staff shall:
           i. Navigate to the “Edit” section in the PetPoint system;
          ii. Choose “Receipt” from the drop-down menu;
         iii. Search for the patron’s profile by entering the patron’s name under the Search
               Criteria;
         iv. Click the “Find” button;
          v. Select the profile if it appears in our system;
         vi. If the patron does not appear to be in our system, click “Create Person;”
        vii. Enter the patron’s information and create a new profile;
       viii. Once the patron’s profile has been selected and his or her name is displayed on the
               receipt screen, scroll down to the “Receipt Items” section;
         ix. Select the type of receipt from the drop-down menu (for example, if a cash donation
               has been received, click on “Donation/Cash”);
          x. Enter the donation amount in the “Unit Price” field;
         xi. Click “Add;”
        xii. Add any other type monetary donations made at that time, and click “Add;”
       xiii. Scroll down to the “Cash Drawer” area and enter the amounts paid by the patron
               (there are separate fields for the different types of donations; i.e. cash, check, etc.);
        xiv. If the paid amount is higher than the donated amount (the patron needs change
               back), click the “Calculate” button;
         xv. Click “Submit Receipt;”
        xvi. Print two (2) copies of the receipt;
       xvii. Provided a copy of the receipt to the patron;
      xviii. Allow the patron to remain anonymous if he or she wishes; and
        xix. Include a copy of the receipt for any monetary donation with the daily action sheet
               to be turned into the Administrative Supervisor.
    B. The Administrative Supervisor shall send a “Thank You Letter” to each donating patron.
    C. If a patron would like a receipt for any goods donated, such as pet food, pet toys, pet
         bedding, etc., a Donation Items form shall be completed, listing all items donated. Office
         staff shall:
           i. Ask the patron for the value of each item;
          ii. Create a total value for the goods donated and sign at the bottom of the form;
         iii. Provide the patron with a copy of the Donation Items form; and
         iv. Include a copy of the Donation Items form with the daily action sheet.




 Chapter III - Section 2                                                                     Page 122
  D. Office staff shall request via the intercom system for a member of the Kennel staff to
     assist with carrying donated items and to remove all donated items from the front offices.




Chapter III - Section 2                                                              Page 123
 III.3 - INTAKE PROCESSING
1. General. Animals placed into the custody of the Animal Service Center of the Mesilla Valley
   (hereinafter “Center”), also known as intake, shall be processed by the Receiving Office.
    A. Sources of Intake. The Center receives animals from members of the public, either
        directly or through an animal control agency.
           i. Public. Generally, animals delivered directly from members of the public shall only
              be received by the Center during the Center’s regular public business hours;
              however, designated “Drop-Off” cages may be made available for delivery of
              animals during after hours. Such Drop-Off cages shall be stocked with bedding and
              drinking water.
          ii. Animal Control. Animals shall be received by the Center from authorized Animal
              Control agencies at any time of day, including during the Center’s non-public non-
              operational hours.
    B. Type of Intake.
           i. Owner Release/Relinquish/Surrender. An animal may be relinquished to the Center
              by his or her owner. Such an animal becomes the property of the Center upon
              relinquishment and may be disposed of as the Kennel Population Supervisor or
              designee deems fit; including through Adoption, Rescue Transfer, Owner Reclaim,
              and/or Euthanasia.
               a. General. An animal may be relinquished to the Center by his or her owner
                    because the owner no longer wishes to or is no longer able to provide for the
                    animal.
               b. Euthanasia Request. An animal may be relinquished to the Center by his or
                    her owner in order to have the animal euthanized. Since the owner in this type
                    of Owner Relinquishment is requesting a medical service to be provided by the
                    Center, this type of intake shall be recorded as such; also known as a “Clinic-
                    In.”
               c. Return Adoption. An animal adopted from the Center may be returned and
                    relinquished back to the Center by the new owner for varying reasons. An
                    animal returned to the Center while under the care of a foster parent shall not
                    be recorded as an Owner Relinquishment, as the animal continues to be the
                    property of the Center.
          ii. Unrestrained/Stray. An animal found unrestrained, roaming, or unclaimed may be
              delivered to the Center by a member of the public or an animal control agency.
              Such an animal shall be made available for reclaim by the owner.
         iii. Deceased (DOA, or Dead on Arrival). An animal may be delivered to the Center
              after having been found deceased or after having expired while en route to the
              Center. The remains of such a deceased animal found to have any form of
              identification, such as a Pet Identification Microchip, License Tag, or Rabies Tag,
              shall be made available for reclaim by the owner. There shall be no requirement to
              have the remains of a deceased animal without identification be made available for
              reclaim.
         iv. Seizure.



 Chapter III - Section 3                                                                Page 124
               a. Care and Maintenance. An animal may be seized under emergency
                   circumstances by an animal control agency in order to prevent the imminent
                   suffering of the animal. An animal impounded under a Care and Maintenance
                   is not placed on a Hold Order, and is available for reclaim by his or her owner.
               b. Quarantine/Potential Rabies Suspect. An animal may be seized by an animal
                   control agency due to a potential rabies exposure. An animal impounded as a
                   Potential Rabies Suspect (a.k.a. Quarantine or Bite), is placed under a Hold
                   Order for the duration of a quarantine observation period.
               c. Pending Legal Proceedings/Court-Hold. An animal may be seized by an
                   animal control agency and placed under an indefinite Hold Order. Such an
                   animal is not available for reclaim until the Hold Order has been lifted by the
                   designated Case Agent. The process for the impoundment of such an animal
                   and the exchange of related paperwork may vary between agencies.
          v. Clinic-In. An animal may be delivered to the Center in order to receive medical
              services provided by the Center. An animal received as a Clinic-In shall not be
              recorded as an impoundment against the municipality, county, or agency from which
              the animal was delivered or from which the owner resides. Such services provided
              by the Center may include:
               a. Implantation of a Pet Identification Microchip;
               b. Vaccinations (rabies, parvo, distemper, etc.);
               c. Sterilization Surgery (spay or neuter);
               d. Euthanasia; and/or
               e. Other general health treatments.
2. Impoundment Worksheet. An Impoundment Worksheet shall be prepared and completed for
   each animal taken into the custody of the Center, including animals that arrive deceased.
    A. The Impoundment Worksheet documentation shall include the following information:
           i. Date of impoundment;
          ii. Time of impoundment;
        iii. Impounding officer and/or receiving Center staff member;
         iv. Placement location (cage number);
          v. Address and general location where the animal was found or brought in from;
         vi. The type of impoundment (Unrestrained, Owner Release, Care and Maintenance,
              Quarantine, Pending Legal Proceedings/Court-Hold);
        vii. Any known or apparent injuries or illnesses;
       viii. The name of the Medical staff notified (if applicable);
         ix. The apparent temperament of the animal during impoundment;
          x. A detailed and distinguishing physical description of the animal (species, apparent
              breed, color, markings, sex, age, etc.);
         xi. A description of any collars, harnesses, or clothing worn by the animal or delivered
              with the animal;
        xii. All tag and other identification information known about the animal;




 Chapter III - Section 3                                                                Page 125
       xiii. The owner’s information (if known); and
       xiv. Any other pertinent information known in regards to the impoundment of the
             animal.
3. Receiving. Generally, the Center shall only receive animals from the jurisdictional boundaries
   of Doña Ana County and the incorporated municipalities within.
   A. Owner Relinquish/Release/Surrender. Patrons wishing to relinquish ownership of an
        animal to the Center shall be directed to the Receiving Office.
          i. Office staff shall inform the patron of the relative likelihood that the animal they are
             relinquishing will be euthanized.
              a. Also inform the patron that he or she will not be notified or informed of the
                   animal’s disposition, whatever that disposition may be. (i.e. adoption, rescue
                   transfer, euthanasia, etc.)
         ii. Office staff shall prepare and complete an Impoundment Worksheet for the animal.
        iii. Office staff shall prepare and complete a Release of Ownership form (half-sheet
             booklet; Spanish or English), which shall include a description of the animal and a
             statement relinquishing ownership to the Center.
              a. Staff shall always inquire as to the reason for release from the owner and
                   document the reason on the Release of Ownership form.
              b. Staff shall obtain as much medical and temperament history on the animal as
                   possible from the owner.
              c. Staff shall provide the patron with the Release of Ownership form, and allow
                   him or her to review and sign at the bottom.
              d. Staff shall make clear as possible to the patron as to what he or she is agreeing
                   to; and answer any questions he or she may have about the agreement.
        iv. Office staff shall request via the intercom system for a member of the Kennel staff
             to impound the animal. Medical staff, if available, shall be made aware of any
             puppies being received, so that the animal can immediately receive vaccinations.
    B. Euthanasia Request. Patrons wishing to have a pet euthanized shall be directed to the
        Receiving Office.
          i. Office staff shall make absolutely certain that the patron fully understands what
             service he or she is requesting.
              a. Staff shall inform the patron that he or she must relinquish ownership of the
                   animal to the Center prior to the euthanasia service.
              b. Staff shall inform the patron that the Kennel Population Supervisor or designee
                   may choose not to euthanize the animal if it is determined that euthanasia is not
                   in the best interest of the animal.
                      • In such a case the animal may be returned to the patron, or kept by the
                        Center as a relinquished animal. Such a decision shall be made by the
                        Kennel Population Supervisor or designee on a case-by-case basis in
                        coordination with the patron.
         ii. Office staff shall inform the patron of the euthanasia service charge, which must be
             settled prior to the service taking place.




 Chapter III - Section 3                                                                  Page 126
      iii. Office staff shall inquire whether or not the patron wishes to be present during the
            euthanasia service.
       iv. Office staff shall inquire whether or not the patron wishes to have the animal’s
            remains returned to him or her (including third-party cremation services, if
            available).
        v. Office staff shall prepare and complete the Impoundment Worksheet and the
            Release of Ownership form.
              a. If the animal is to be euthanized staff shall, note in the cage number field on
                  both forms, that the animal is a Euthanasia Request and as such is to be
                  impounded directly into the euthanasia area and not into the general
                  population.
             b. Staff shall provide the patron with the Release of Ownership form, and allow
                  him or her to review and sign at the bottom.
       vi. Office staff shall collect all payment due from the patron.
              a. Generally, the Center accepts cash, check, or major credit card.
      vii. Office staff shall request via the intercom system for the Kennel Population
            Supervisor or designee.
              a. If the animal appears to be in stable health and does not appear to be suffering,
                  the Kennel Population Supervisor or designee may choose to place him or her
                  in a temporary holding cage while awaiting euthanasia or further evaluation.
     viii. Upon arrival, Office staff shall inform the Kennel Population Supervisor or designee
            if the owner wishes to be present during the euthanasia service.
       ix. Also, Office staff shall inform the Kennel Population Supervisor or designee if the
            owner wishes to have the animal’s remains returned to him or her.
  C. Unrestrained/Stray. Patrons wishing to deliver an unrestrained, stray, or unclaimed
      animal shall be directed to the Receiving Office.
         i. Office staff shall obtain from the delivering patron as much information as possible
            about the location and condition under which the animal was found.
        ii. Office staff shall request via the intercom system for a member of the Kennel staff
            to impound the animal.
              a. Again, Medical staff shall be notified if there are any infant animals that may
                  need to be immediately vaccinated upon intake.
  D. After-Hours Drop-Offs. “Drop-Off” cages may be made available during after-hours
      (when Center offices are not open to the general public). Drop-Off housing shall be made
      as comfortable as possible for the animal, including drinking water and bedding
      provisions. Any animal delivered to the Center at any time, in any manner (tethered,
      caged, boxed, etc.), shall be considered to be in the custody of the Center, and shall be
      treated as such by Center staff. Animals that have been delivered to the Center after-
      hours are to be received and processed by the Receiving Office. If an animal is delivered
      during non-public operational office hours, Office staff shall attempt to obtain as much
      impoundment information as possible from the delivering patron. If Drop-Off cages are
      provided, Drop-Off forms and writing utensils shall be made available during after hours
      to the public in the Drop-Off Mailbox located in the Drop-Off area.




Chapter III - Section 3                                                                Page 127
           i. When receiving an animal from the Drop-Off area, Office staff shall prepare and
               complete an Impoundment Worksheet for the animal.
                a. Staff shall obtain as much information as possible about the animal from the
                     patron delivering the animal.
                       • If staff members are not present during the drop-off, the patron may leave
                         information in the “Drop-Off Mailbox” indicating the circumstances of
                         how the animal was found, contact information, and/or a reason for release
                         (if applicable).
                       • Staff shall check the mailbox for any such information.
                       • If there is no such information provided, staff shall note on the
                         Impoundment Worksheet that the animal was left at the Center with no
                         information; and shall then complete the rest of the Worksheet with what
                         information is available (detailed and distinguishing physical description,
                         apparent temperament, etc).
          ii. Office staff shall request via the intercom system for a member of the Kennel staff
               to impound the animal.
                a. Again, Medical staff shall be notified if there are any infant animals that may
                     need to be immediately vaccinated upon intake.
         iii. The animal may be held in the Drop-Off cages temporarily, awaiting action by the
               Medical or Kennel staff. In such case, staff shall ensure that the animal is as
               comfortable as possible.
    E. Clinic-In. The Receiving Office staff shall be responsible for processing medical
         services offered to the public.
           i. In order to process the intake for medical services, the animal’s information (or the
               animal’s PetPoint number if it already has one) shall be entered into the Intake –
               Clinic screen. This will activate the animal in the PetPoint system, and will allow
               Office staff to enter exam, vaccination, license, and microchip information and
               create receipts for such services.
          ii. For detailed guidelines regarding the processing of Sterilization Surgery services,
               refer to Chapter VI, Section 5 of this Manual.
4. Worksheet Posting. Generally, the Impoundment Worksheet shall be posted on the animal’s
   holding cage, run, or pen until such animal may be assessed by a member of the Kennel staff
   (including being scanned and collared).
    A. The Impoundment Worksheet for an animal placed in the Livestock Pens shall be posted
         by the impounding officer or staff member in the designated location near the Receiving
         Office.
    B. The Impoundment Worksheet for a DOA (animal delivered deceased; or an animal found
         deceased by animal control) shall also be posted by the impounding officer or staff
         member in the designated location near the Receiving Office.
    C. The Impoundment Worksheets for skunks shall be posted in the designated location just
         outside of the Euthanasia Room. Once the animal has been euthanized, the responsible
         Euthanasia Technician (hereinafter Euth-Tech) shall deliver the Impoundment Worksheet
         to the Receiving Office for processing.




 Chapter III - Section 3                                                                 Page 128
    D. Following the initial assessment of the animal made by members of the Kennel staff
        (including scanning and collaring of the animal), the “Hard Card” shall be posted on the
        animal’s holding cage and the remaining portion of the Impoundment Worksheet shall be
        delivered to the Receiving Office.
5. Data Entry. Each animal received by the Center shall be processed and entered into the
   Center’s animal database, know as PetPoint, by the Receiving Office staff.
    A. Each animal processed within PetPoint shall be assigned a unique Identification Number,
        also known as the PetPoint Number.
6. Kennel Card. Once an impoundment has been processed and entered into the PetPoint
   system, a PetPoint “Kennel Card” shall be printed and posted on the animal’s holding cage.
   The Hard Card shall then be removed from the cage and filed along with the rest of the
   Impoundment Worksheet in the designated Active Animal Binder.
    A. A Kennel Card shall not be generated for skunk, DOA, or Livestock intakes. The cages
        for holding skunks and livestock animals are located outdoors and the Kennel Cards
        would be exposed to the elements.




 Chapter III - Section 3                                                              Page 129
 III.4 - RETURN TO OWNER PROCESSING
1. Owner Notification. All animals received by the Animal Service Center of the Mesilla Valley
   (hereinafter “Center”) shall be checked for identification information. The Receiving Office
   staff shall be responsible for tracing all license tags, rabies tags, name tags, Pet Identification
   Microchips, or any other identification information associated with an animal in Center
   custody.
    A. Tracing Tags. The following are guidelines for tracing Pet Identification information:
           i. License Tags. Current Pet License Tags that have been issued by the City of Las
               Cruces should be registered in the Center’s animal database, PetPoint.
                a. Office staff shall search for the License Tag number in the PetPoint system.
                b. License Tags that have been issued by another agency, such as another City or
                     County, will not likely be in the system.
                        • Office staff shall attempt to contact the issuing agency and provide them
                          with the License Tag number. Office staff shall request the owner’s
                          contact information. The issuing agency may choose to attempt to contact
                          and notify the owner themselves, rather than releasing the contact
                          information.
          ii. Rabies Tags. Rabies Vaccination Tags are issued by the veterinarian clinic
               responsible for administering the rabies vaccination to the animal.
                a. Check the Center’s animal database for any possible owner contact
                     information.
                        • As with the License Tags, staff shall search for the Rabies Tag number
                          within the PetPoint system.
                b. If the tag does not trace within the system to a possible owner, staff shall
                     attempt to contact the clinic responsible for issuing the tag and obtain the
                     possible owner information.
                        • This option may only be available during the clinic’s regular business
                          hours.
         iii. Microchip Number or Microchip Tag. Many animals will have been implanted with
               a Pet Identification Microchip. The number that is associated with the Microchip
               can often be traced to a possible owner. Many animals may also have a Pet
               Identification Microchip Tag attached to them. This tag should feature the same
               number that is shown when the animal’s Microchip is electronically scanned.
               However, if the numbers do not match, the tag and microchip should both be traced
               through the Center’s animal database. Often, tags associated with one pet will be
               mixed up and placed on another pet belonging to the same owner.
                a. The Microchip number should be entered and traced through the PetPoint
                     system. The Microchip number may need to be entered as both a Pet ID
                     number and a Microchip ID, when searching.
                b. If the Microchip number does not trace within the system, staff shall attempt to
                     contact the manufacturer of the Microchip.




 Chapter III - Section 4                                                                   Page 130
                   • Staff shall provide the manufacturer with the Microchip number, and if the
                     Microchip has been registered, the manufacturer should be able to provide
                     possible owner contact information.
     iv. Name Tag or Noted Owner Information. Office staff shall use all possible owner
          contact information that is featured on an animal’s Name Tag or has been provided
          on the Impoundment Worksheet.
           a. First, staff shall attempt to contact the owner using any phone number that may
                be known.
           b. Second, staff shall run any possible owner name through the Center’s animal
                database to locate possible owner contact information in a patron’s profile.
           c. If neither method is fruitful, staff shall attempt to obtain possible owner contact
                information by searching available internet sites; such as “YellowPages.com.”
  B. Contact the Owner.
       i. Phone. Once a possible phone number for the owner of an animal has been located,
          staff shall attempt to contact the owner.
           a. If the call is answered, staff shall identify themselves with the patron. Staff
                shall inform the patron that an animal in the Center’s custody has been traced
                to that phone number.
                   • Staff shall inquire if the patron is missing a pet, and if so, ask for a
                     description of the missing pet. To avoid false reclaims, staff shall not
                     provide the patron with a description of the animal before he or she has
                     provided staff with a description of his or her missing pet.
                   • If the animal appears to be a match, staff shall inform the patron of the
                     Center’s hours of operation and request that he or she come in to identify
                     and reclaim his or her missing pet from the Center. The patron shall still
                     be required to complete a Missing-Pet Report form and take a tour of the
                     general population to identify his or her missing pet.
                   • If the animal does not appear to be a match with the pet that the patron
                     claims to be missing, staff shall inquire from the patron whether or not he
                     or she knows any reason his or her phone number might be associated with
                     the animal. The patron might be able to direct staff further along in the
                     search for an owner.
           b. If the call is not answered, staff shall leave a message for the patron (if
                possible) informing him or her of the circumstance and request a reply. Again,
                staff shall not provide a description of the animal before the patron provides a
                description of their missing pet.
      ii. Postcard. If a possible mailing address for an owner is obtained, Office staff shall
          send a Postcard to that address in an attempt to notify the possible owner of his or
          her missing pet’s location.
           a. Staff shall provide the following information on the Postcard:
                   • Date;
                   • PetPoint Number;




Chapter III - Section 4                                                               Page 131
                       • A notification to the owner of the presence of a possible missing pet in the
                         Center’s custody; and
                       • A notification to the owner of the available holding period for the animal.
               b. The Postcard should also feature contact information for the Center and the
                    Center’s hours of operation.
2. Missing-Pet Reports and Tours. Patrons searching for missing pets shall be directed to the
   Receiving Office.
   A. Request that the patron fill out a Missing-Pet Report form for each pet he or she is
         searching for.
           i. If the patron has previously been to the Center facility for the same animal and the
              same incident, he or she does not need to fill out a new form.
          ii. Office staff shall double-check that the form is complete; asking the patron for any
              missing information.
    B. Office staff shall request via the intercom system for a member of the Kennel staff to
         conduct a Missing-Pet Tour.
           i. All patrons shall be escorted through the general population by a Center staff
              member.
   C. Once a member of the Kennel staff responds to the request, staff shall provide him or her
         with the Missing-Pet Report form and identify the patron missing the pet.
   D. Each patron missing a pet must also be shown the Found-Pet Reports and the DOA
         Reports.
           I. If a patron locates a possible match for their missing pet in the Found-Pet Reports,
              staff shall attempt to contact the person who has reportedly found the animal
              (finder).
               A. Staff shall cross-check the pertinent information with both parties.
               B. If the patron searching for their missing pet wishes to contact the finder
                    directly, staff shall request authorization from the finder in order to provide his
                    or her contact information to the patron.
               a. The exchange of the animal shall be left up to the patron missing the pet and
                    the finder; and shall not be recorded as a Pet Reclaim in the Center’s records.
          ii. If a patron locates a possible match for their missing pet in the DOA Reports, staff
              shall inform the patron that the Center facility is not equipped to store the remains
              animals that have been found without identification; and that the information
              provided on the report is the only information available.
3. Owner Reclaim. If a patron claims to have located his or her missing pet in the holding area
   of the Center facility, the reclaim is to be processed by the Receiving Office staff.
   A. Using the Kennel Card pulled from the cage by Kennel staff, Office staff shall retrieve
         the animal’s Impoundment Worksheet from the Active Animal Binders.
    B. Office staff shall cross-check the information on the Impoundment Worksheet with the
         information on the Missing-Pet Report form. Rightful ownership of the animal should be
         reasonably confirmed prior to reclaim. The two (2) sets of information should closely
         match to indicate the animals are one in the same.




 Chapter III - Section 4                                                                    Page 132
           I. Opinions on apparent animal breeds can vary greatly, so staff shall rely more
              heavily on more uniquely identifying markings.
         II. Generally, though not always, the location at which the animal was lost should
              closely match the location at which the animal was found.
       III. If there are marked discrepancies between the two (2) sets of information, staff shall
              request further proof of ownership from the patron.
  C.    Once ownership of the animal has been reasonably confirmed, Office staff shall request
        further information from the patron, including:
           I. The animal’s name;
         II. The animal’s age;
       III. The animal’s current vaccinations status;
       IV. If the animal has been sterilized; and
         V. If the animal has previously been impounded at the Center.
  D.    Fees. Prior to reclaim the owner shall be required to pay all costs incurred by the Center
        in connection with the impoundment of the animal. The fees charged by the Center are
        NOT fines or penalties, but fees charged for services rendered.
           I. Office staff shall assess the fees and other costs due, which (if applicable) may
              include:
               A. Impoundment fee;
               B. Boarding fee;
               C. A Pet License fee;
               D. A Pet Identification Microchip service fee;
               E. A Pet Identification Microchip Deposit;
                F. A Sterilization Deposit;
               G. A Rabies Vaccination service fee; and
               H. A Rabies Vaccination Deposit.
          ii. Office staff shall explain the fees due and offer to answer any questions the patron
              may have regarding those fees.
  E.    Once the patron agrees to pay all fees due, staff shall obtain a copy of a valid photo ID of
        the patron.
           i. The patron must be eighteen (18) years of age or older in order to reclaim an animal.
          ii. A copy of the ID should be made for the Center’s records and one for the animal
              control officer responsible for impounding the animal (if applicable).
  F.    A Return to Owner form shall then be prepared and completed by a member of Office
        staff, including the owner’s and animal’s information.
  G.    PetPoint. The reclaim shall be processed in the Center’s animal database, PetPoint. The
        following are guidelines for such data entry:
           i. Office staff shall search for the animal using the PetPoint Number listed on the
              Impoundment Worksheet.
                a. If the animal has not yet been processed in the system, there will not be a
                    PetPoint Number. In such case, staff shall first process the intake through



Chapter III - Section 4                                                                  Page 133
                      PetPoint before proceeding with the reclaim. For guidelines regarding the
                      Intake Process, refer to Chapter III, Section 3 of this Manual.
                b. Also, if the animal has previously been impounded at the Center, staff shall
                      attempt to locate the previous record made for the animal by searching through
                      the system by the owner’s name. Staff shall then merge the two (2) records by
                      updating the older record with any new information, so that a duplicate record
                      is not created for the same animal.
           ii. Once the animal has been located in PetPoint using the PetPoint Number, staff shall
               update the record with any new information, including any descriptive and tag
               information that may have been missed during intake.
         iii. At the next screen staff shall search for the “Person Profile” by entering the owner’s
               name.
                 a. If the owner’s Person Profile is located, select the record.
                b. If the owner is not found in system, staff shall create a new Person Profile.
          iv. On the next screen, staff shall designate the animal as “Reclaimed.”
                 a. Staff shall not change the release information or the “Asilomar” status.
           v. If the animal requires the Pet Identification Microchip (being microchipped) service
               as part of the reclaim process, staff shall add the ID Number in the system and
               indicate the issuer.
          vi. If the animal already has a Pet Identification Microchip, staff shall make sure it is
               registered in the system with current information.
         vii. If the animal is receiving the Rabies Vaccination service from the Center, staff shall
               list that information under the PetID.
        viii. When finished entering the information, staff shall print the contract and create a
               receipt.
  H.     Signature. At this point, the patron shall be provided with the Return to Owner Contract,
         the Return to Owner form (half-sheet booklet; Spanish or English), and any applicable
         Deposit forms, and allow him or her to review and sign each.
            i. Office staff shall reasonably confirm that the patron understands the conditions of
               the agreements he or she is signing.
           ii. After the patron has signed all of the pertinent documents, staff shall make copies of
               each.
   I.    Payment. At this point all payment due shall be collected.
            i. Generally, the Center accepts cash, check, or major credit card.
   J.    Office staff shall collect and compile copies of all of the paperwork to be provided to the
         patron, including any receipts.
  K.     Office staff shall then request a member of the Kennel staff via the intercom system,
         requesting that the animal be retrieved from the holding area and brought to the
         Receiving Office.
            i. Office staff shall provide Kennel staff with a description of the animal and the
               location the animal is being held.
  L.     Office staff shall let the patron know that their animal will be brought to them shortly.



Chapter III - Section 4                                                                   Page 134
4. Public Surgery Check-Out. For guidelines regarding the reclaim of animals submitted for
   surgery, refer to Chapter VI, Section 5 of this Manual.
5. Record Keeping. The paperwork for an animal that has been reclaimed by the owner shall be
   filed as instructed in Chapter III, Section 8 of this Manual.




 Chapter III - Section 4                                                          Page 135
 III.5 - ADOPTION PROCESSING
1. General. It shall be the responsibility of the Center to ensure that each animal adopted goes to
   a loving and caring home where he or she will be properly cared for.
2. Greeting and Direction. Patrons interested in adopting a pet from the Animal Service Center
   of the Mesilla Valley (hereinafter “Center”) shall be directed to the Adoption Office.
    A. Office staff shall greet the patron as he or she enters the Adoption Office.
           i. Staff shall request for the patron to sign in at the Adoption Office counter.
          ii. Staff shall request for the patron to complete an initial Adoption Application.
               a. Staff shall explain to the patron that an application must be completed prior to
                    entering the Center’s adoptable animal housing areas.
               b. If the patron has recently filled out an application and all of the information is
                    still current, he or she shall not be required to complete another application.
    B. Office staff shall direct the patron to the adoptable animal housing areas.
           i. Office staff shall offer assistance to the patron and inform him or her of the
              designated Kennel staff members in each adoptable animal housing area.
               a. A member of the Kennel staff shall be assigned to each Adoptable area to
                    assist the patron in answering questions about a particular animal and in
                    retrieving an animal for interaction with the potential adopters.
               b. If the designated member the Kennel staff is unavailable, the Adoption Office
                    staff shall be available to answer questions for the patron, or another member
                    of the Kennel staff may be requested via the intercom system by the Adoption
                    Office staff for assistance.
3. Adoption Application. If a patron advises he or she is interested in adopting a particular
   animal, a member of the Adoption Office staff shall retrieve the patron’s Adoption
   Application, which should be filed by the last name of the patron in the Adoption Application
   records.
    A. Office staff shall review the application and inquire from the patron any further
         information needed.
           i. Gifts. Staff shall ask the patron for whom the animal would be adopted.
               a. To prevent unnecessary return adoptions, the Center shall not allow animals to
                    be adopted as gifts.
               b. If the animal is intended for another person, staff shall inform the patron that
                    the other person must come in and complete his or her own Adoption
                    Application.
          ii. Shelter.
               a. If the patron is interested in adopting a dog, the patron shall be required to
                    agree to provide the dog with adequate shelter, indoors and out.
               b. If the patron is interested in adopting a cat, the patron shall be required to agree
                    to keep the cat indoors only (unless the patron is able to provide the animal
                    with a cat-safe enclosure or cattery).




 Chapter III - Section 5                                                                   Page 136
               c. If the patron indicates that the animal is to be kept “outdoors only,” staff shall
                    counsel the patron and determine his or her intentions.
                       • The Center shall adopt out companion animals only, and not “mousers” or
                         “guard dogs,” for example.
       iii.   Confinement.
               a. If the patron indicates that the animal is to be tethered or chained, the Adoption
                    shall be denied. Office staff shall counsel the patron on the importance of
                    providing each pet with a secure enclosure as opposed to chaining or tethering.
               b. If the patron indicates that the property is unenclosed and the animal will be
                    allowed to roam, the Adoption shall be denied. Office staff shall counsel the
                    patron on the importance of providing each pet with a secure enclosure.
                       • The Center shall not adopt out any animals intended to be left to roam
                         unrestrained.
       iv.    Renter/Owner.
               a. If the patron rents or lives with relatives, staff shall obtain the name and phone
                    number of the landlord or homeowner so that he or she may be contacted
                    regarding the Adoption.
                       • The Center shall require that any necessary pet deposit be settled by the
                         patron with the landlord prior to the adoption.
        v.    Social. A social is an introduction between the adoptable animal and the potential
              adopter and/or the potential adopter’s animal(s) on neutral territory, to see if the they
              are likely to get along well.
               a. If the patron is interested in adopting an adult dog and currently owns one (1)
                    or more other dogs over the age of four (4) months, he or she shall be required
                    to bring those dogs in to the Center for a social with the dog or puppy in which
                    he or she is interested.
               b. It shall not be necessary for the patron to bring in any cats or other animals
                    other than a dog currently owned for the social.
               c. A social shall not be necessary if the patron is interested in adopting a cat,
                    kitten, or other animal other than a dog.
               d. When a patron arrives with his or her pet to attend a social, Office staff shall
                    request via the Center’s intercom system for a member of the Kennel staff
                    conduct the social.
               e. Generally, if there are children residing in the household, the patron shall be
                    required to bring the children in for a social with the animal in which he or she
                    is interested in adopting. Ideally, the whole adopting family should be
                    involved.
       vi.    Jurisdiction.
               a. Office staff must confirm that the adoption of the animal will not put the
                    potential adopter in violation of the density restriction laws or breed restriction
                    laws of the potential adopter’s jurisdiction. For example:
                       • The City of Las Cruces may limit the number of dogs and cats a resident
                         may keep at his or her home;



Chapter III - Section 5                                                                    Page 137
                     • Doña Ana County may have less restrictive laws regarding pet density; or
                     • A military base may prohibit residents from keeping Pitbull, Rottweiler, or
                       other specific breeds of dogs.
       vii. Email. Office staff shall confirm the patron has provided an email address, as is
             necessary in order for him or her to receive the Gift Policy Pet Insurance.
  B.   Office staff shall search the Center’s animal database, PetPoint, for the patron’s profile
       by his or her name, address, phone number, and ID information.
         i. If the address on the ID differs from the address listed on the application, staff shall
             search both addresses in the system.
        ii. If the system shows that the patron has previously relinquished an animal to the
             Center, staff shall inquire from the patron the circumstances of that event.
              a. Staff shall compare the patron’s answer with the information noted in the
                  system.
              b. If the system shows a previous owner relinquish, staff shall obtain approval
                  from the Administrative Supervisor or designee in order to continue with the
                  Adoption process. The Administrative Supervisor or designee may need to
                  counsel the potential adopter depending on the circumstances of the
                  relinquishment.
  C.   If the Adoption is denied, staff shall request the Administrative Supervisor or designee
       sign the application and note the reason as to why the Adoption was denied.
         i. Staff shall explain to the patron why the application was denied.
        ii. Staff shall inform the patron that he or she may speak with the Administrative
             Supervisor or designee if he or she has any questions or if he or she wishes to
             dispute the denial.
       iii. If the patron wishes to speak with the Administrative Supervisor or designee, the
             supervisor shall counsel the patron and discuss the circumstances and proper pet
             ownership requirements. Such a meeting shall be scheduled for as soon as
             reasonably possible.
  D.   If the Adoption is approved, staff shall sign the back of the application and note any
       further information which he or she thinks may be pertinent.
         i. Staff shall obtain a copy of a valid photo ID from the patron to be kept with the
             Adoption Application.
  E.   Office staff shall pull the animal’s paperwork from the Active Animals Binder and
       review which medical treatments have been completed.
         i. All dogs over the age of six (6) months shall be heartworm tested prior to the
             completion of the Adoption Contract.
        ii. If the animal has not yet been spayed or neutered, he or she shall be required to be
             processed under the Foster-to-Adopt program until the sterilization has been
             completed. Staff shall refer to subsection 5 of this section for guidelines regarding
             the Foster-to-Adopt program.
  F.   Office staff shall begin filling out the forms located in one of the pre-made Adoption
       Packets.




Chapter III - Section 5                                                                  Page 138
            i. Staff shall complete the information sheet on the front of the packet.
                a. An emergency contact shall be required for the Pet Identification Microchip
                      registration.
           ii. Staff shall complete the top portion of the Adoption Contract.
                a. Staff shall allow the patron to read and sign the contract, initialing each
                      statement.
         iii. Staff shall read and explain the Disease Information Release section of the contract
               to the patron.
                a. It is important that the patron understand about the potential health risks for the
                      animal associated with living in a shelter environment; and understand the lack
                      of known heath history for many shelter animals.
                b. Staff shall allow the patron to read and sign the Disease Information Release
                      section.
                 c. Staff shall sign as the witness at the bottom of the form.
4. Already Sterilized. If the animal is already spayed or neutered and available for release that
   day, Office staff shall pull the animal’s paperwork from the Active Animals Binder.
    A. Office staff shall make sure all required medical treatments have been performed, such
         as:
            i. Heartworm testing;
           ii. Microchipping;
         iii. Rabies vaccination (if of age);
          iv. General Canine Parvo/Distemper vaccination (dogs);
           v. General Feline vaccination (cats); and
          vi. FeLV/FIV/HWT testing (cats).
    B. If the performance of any of the above services is still required, Office staff shall notify
         the patron and request that he or she be seated while such services are performed.
            i. Office staff shall notify the Medical staff to perform the required services.
                a. If the animal requires a rabies vaccination and the Center’s Veterinarian is not
                      on the premises, Office staff shall process a Rabies Vaccination Voucher for
                      the patron.
           ii. If it appears that performance of the services will not be conducted for an extended
               period of time, staff shall notify the patron and allow him or her to return to the
               Center later that day to finish the Adoption process.
5. Foster-to-Adopt. If an adoptable animal has yet to complete the initial vaccination and
   observation period, has been diagnosed with an apparent illness by the Medical staff, or has yet
   to be sterilized, the animal shall not be available for immediate adoption. If so approved by
   the Kennel Population Supervisor or designee, such an animal shall first be processed through
   the Foster-to-Adopt program.
    A. Any potential adopter wishing to participate in the Foster-to-Adopt Program shall be
         required to enter into a Foster-to-Adopt agreement.




 Chapter III - Section 5                                                                   Page 139
    B. Through this program, the potential adopter shall be allowed to foster the animal at his or
         her home during its recovery period, during its initial vaccination and observation period,
         and/or while it awaits sterilization surgery, prior to the completion of the adoption.
    C. As with a regular foster situation, the Center shall remain the owner of the animal and
         shall be responsible for all medical care deemed necessary by the Medical staff during the
         fostering period.
           i. The Center shall be responsible for providing medical care to animals in the Foster-
               to-Adopt program; however, if a foster-to-adopt parent wishes to seek outside
               veterinary care, he or she may do so at his or her own expense.
          ii. The Center shall not be responsible for the expenses of any outside medical care
               given to any animal in the Foster-to-Adopt program, nor shall the Center be
               responsible for reimbursing the potential adopter for any such expenses.
    D. Once the fostering period has been completed and the animal has been sterilized (if not
         already sterilized) and has been deemed healthy by the Medical staff, the regular adoption
         process shall continue.
6. Adoption Contract and Agreement. Any person wishing to adopt an animal from the Center
   shall be required to sign an Adoption Contract.
    A. The potential adopter shall be required to agree to the following in order to adopt an
         animal from the Center:
           i. The adopter shall agree to take the adopted animal to a veterinarian within the first
               ten (10) days following the adoption release for a general physical examination.
                a. Any services provide by such veterinarian clinic shall be at the expense of the
                     adopter.
                b. If the animal proves to be in such poor health that major treatment is necessary,
                     staff shall refer to subsection 10 of this section for guidelines regarding the
                     return of an adopted animal.
          ii. The adopter shall accept possession of, title to, and responsibility for the adopted
               animal; and thereby discharge the Center forever from liability for any injury or
               damages to any person or property caused in the future by said animal, and from any
               causes of action, claim suits, or demands whatsoever that may arise as a result of
               such injury or damage.
         iii. Delivery of the adopted animal shall be a condition precedent to the Adoption
               Contract/Agreement, and the Center shall retain full ownership of the animal until
               delivery to the adopter is complete.
                a. The Center may revoke or terminate the Adoption Contract/Agreement at any
                     time prior to delivery of the animal.
                b. In the event of such termination of the Adoption Contract/Agreement, the
                     adopter shall accept, as full compensation, the return of any sums paid toward
                     the adoption.
    B. The adopter shall also be required to sign and agree to a Disease Information Release
         along with the Adoption Contract/Agreement.
7. Processing the Adoption. The following are guidelines for Adoption data entry:




 Chapter III - Section 5                                                                 Page 140
   A. Office staff shall enter all of the patron’s information provided on the Adoption
        Application.
           i. If the patron is already entered into the system, staff shall make sure all of the
              information is current and correct.
    B. Office staff shall make sure all of the current information is entered into the system for
        the animal, including name, age, color, and weight.
   C. Office staff shall enter the date of the sterilization surgery, and make sure all other
        medical updates have been entered.
   D. Office staff shall designate the “Outcome” of the animal as an “Adoption.”
    E. Office staff shall indicate if the Adoption occurred “onsite” or “offsite.”
    F. Office staff shall based upon the patron’s home address, indicate the jurisdiction of the
        adoption (City, County, etc.)
   G. Office staff shall make sure the Pet Identification Microchip information is entered.
   H. Office staff shall compile the following forms and information for the patron to be place
        in the Adoption Packet:
           i. Copy of the Adoption Contract;
          ii. Vaccination Certificate;
        iii. Sterilization Certificate;
         iv. Gift Policy;
          v. Pet Identification Microchip Registration;
         vi. Animal Information (including all medical services received);
        vii. Post-Op Care Instructions (if applicable); and
       viii. Copy of the Health Release Form (to be signed when the animal is picked up by the
              patron).
8. Surgery Complications.
   A. If an animal selected for adoption does not survive due to complications during
        sterilization surgery, the Executive Director or designee shall contact and inform the
        patron of the circumstances.
9. Adoption Retrieval.
   A. The Center shall retain full ownership of an animal until delivery of the animal to the
        adopter is complete.
    B. If surgery is required for the animal prior to delivery and has since been completed, an
        Adoption Office staff member shall contact the new owner and inform him or her that his
        or her new pet is ready to come home.
           i. Office staff shall remind the patron that the Adoption payment is due prior to
              delivery.
          ii. Staff shall advise the patron of the hours in which he or she may pick up the animal.
        iii. The Medical staff shall advise if the animal has recovered well enough from surgery
              to go home prior to retrieval.
   C. When the animal is ready to be released to the new owner, staff shall provide the patron
        with the Health Release form.



 Chapter III - Section 5                                                                Page 141
             i. Staff shall allow the patron to read and sign the Release.
            ii. Staff shall make a copy of the Release and place it into the Adoption Packet along
                with the other forms and information to be sent home with the new owner.
     D. Office staff shall collect payment from the patron for the Adoption Service and provide
          him or her with a receipt.
     E. Office staff shall request via the intercom system for a member of the Kennel or Medical
          staff to retrieve the animal.
     F. Office staff shall thank the patron!
10. Return Adoption. Owners wishing to return an animal adopted from the Center shall be
    directed to the Receiving Office.
     A. Any sum paid to the Center for the adoption of an animal shall NOT be refundable.
     B. If the animal is returned due to such poor health that major treatment is necessary, the
          adopter may return the animal, along with appropriate documentation of the medical
          treatment deemed necessary by a veterinarian, to the Center for an exchange for another
          animal within ten (10) days of the adoption.
             i. The Center shall NOT reimburse the adopter for any medical expenses incurred by
                this animal and shall not be responsible to the adopter for any more than the
                exchange as described above.
            ii. When making an exchange for another animal, the patron shall still be required to
                meet all of the regular adoption requirements for the new animal under the adoption
                application process.
     C. The animal being returned shall be processed as an Owner Relinquish/Release/Surrender
          as specified in Chapter III, Section 3 of this Manual.
             i. Additionally, the animal shall be entered as a “Return” in the PetPoint system,
                regardless of how long the adopter has had the animal.
     D. The Center shall reserve the right to deny any further adoption to an adopter that returns
          an adopted animal.
             i. Staff shall refer to subsection 3.C of this section for guidelines regarding denial and
                appealing a denial.
11. Offsite Adoption Event. The Center routinely hosts adoption events held at designated
    locations throughout the community. These events are often referred to as “Offsite Adoption
    Events.”
     A. Once a patron has selected an animal for adoption at an Offsite Adoption Event, all of the
          same adoption criteria shall be required as with a regular onsite adoption, including but
          not limited to:.
             i. The completion of an Adoption Application;
            ii. Pet introduction or “social” for patrons with pets at home;
          iii. Rental or landlord arrangement requirements;
           iv. Legal pet density or breed restriction requirements depending on where the patron
                resides; and
            v. Sterilization of the animal (if still necessary) prior to adoption.




   Chapter III - Section 5                                                                  Page 142
  B. The completion of an Adoption Application shall be required at the time of an Offsite
     Adoption, even if the patron has previously completed an application at the Center’s main
     facility. This will allow for Center staff to verify at that time that the applicant meets all
     qualifications.




Chapter III - Section 5                                                                 Page 143
 III.6 - RESCUE PARTNERSHIP AND TRANSFER PROCESSING
1. The Executive Director or designee shall be responsible for arranging rescue partnerships and
   for the selection of animals to be placed with a Rescue Partner, as defined in Chapter V,
   Section 5 of this Manual.
    A. If the adoption process is required for a specific rescue, as arranged by the Executive
         Director or designee, the Office staff shall settle the adoption fees prior to the transfer of
         the animal taking place.
    B. The Office staff shall generate a Medical Coversheet for each animal placed with a
         Rescue Partner.
            i. The Medical Coversheet shall document the known vaccines, tests, and procedures
               received by the animal.
           ii. One (1) copy of the Coversheet shall be provided to the Rescue Partner, and another
               copy shall be filed along with the animal’s Impoundment Worksheet.
         iii. The Office staff shall process the rescue as a Transfer in the PetPoint system.
          iv. The paperwork for multiple animals being transferred together shall be filed together
               along with a printout of the complete list of those transfers. The paperwork shall be
               filed in accordance with the guidelines specified in Chapter III, Section 8 of this
               Manual.




 Chapter III - Section 6                                                                    Page 144
 III.7 - FOSTER HOME PROCESSING
1. General. The Animal Service Center of the Mesilla Valley (hereinafter “Center”) has an
   animal fostering program in place. This program works with volunteer foster parents from the
   community who take animals from the Center facility into their homes to receive varying
   levels of care until those animals are ready to be adopted. For guidelines regarding the
   processing under the Foster-to-Adopt program, refer to Chapter III, Section 5 of this Manual.
2. Process. Prior to fostering any animal, each potential Foster Parent shall be required to fill out
   a Foster Program Application and a Foster Care Agreement. Approval from the Executive
   Director or designee shall also be required prior to fostering.
    A. Once the Foster Parent has been approved for fostering and a transfer of custody of a
        particular animal to be fostered has been arranged by the Executive Director or designee,
        members of the Office staff shall be responsible for changing the location of the animal in
        the PetPoint system to reflect that he or she is now in foster.
    B. All paperwork related to the fostered animal, including the Impoundment Worksheet,
        shall be filed under the Foster Parent’s name in the Active Foster Home Records.




 Chapter III - Section 7                                                                  Page 145
 III.8 - RECORD KEEPING
1. Disposition of Paperwork.
   A. Following an Owner Reclaim, the Impoundment Worksheet, Hard Card, and any other
       paperwork associated with the animal, shall be filed in the Animal Service Center of the
       Mesilla Valley (hereinafter “Center”) records in order of the animal’s impoundment date.
          i. If the animal was delivered to the Center by an animal control agency, Office staff
             shall place a carbon copy of the Impoundment Worksheet and Return to Owner form
             in the delivering Officer’s file folder.
         ii. The Owner Reclaim process will have inactivated the animal in the Center’s animal
             database, PetPoint.
   B. Following the euthanasia of an animal, the performing licensed Euthanasia Technician
       (hereinafter “Euth-Tech”) shall deliver the Impoundment Worksheet to the Receiving
       Office.
          i. The paperwork for a euthanized animal that has already been entered into the
             PetPoint system shall be passed on to an Office staff member with administrative
             access to the system.
              a. The animal shall then be inactivated from the system, or “Posted” as having
                   been euthanized.
              b. The paperwork for an animal that has been found expired in his or her holding
                   cage, while in the custody of the Center, shall also be handled by a staff
                   member with administrative access to the system; and the animal shall be
                   Posted as having expired while in shelter custody.
         ii. The paperwork for any euthanized animal that has NOT been entered into the
             PetPoint system shall first be processed as an intake by the Receiving Office staff.
              a. Once processed as an intake, the paperwork for the euthanized animal shall be
                   passed on to a staff member with administrative access to the system.
        iii. The Impoundment Worksheet, Hard Card, and any other paperwork associated with
             the euthanized or otherwise deceased animal, shall be filed in the Center records in
             order of the animal’s impoundment date.
   C. Adoption Applications for the current month shall be filed in order of the patron’s last
       name in the accordion folder located behind the Adoption Office counter.
          i. Applications older than a month shall be filed in the Active Adoption Applications
             records, which are also sorted in alphabetical order of the patron’s last name.
   D. Following an Adoption, Rescue Transfer, or Hold Order/Court-Hold Transfer the
       Impoundment Worksheet, Hard Card, and any other paperwork associated with the
       animal, shall be filed in the Center records in order of the animal’s adoption date.
          i. The Adoption process will have inactivated the animal in PetPoint.
         ii. Following an Adoption, members of the Adoption staff shall staple the patron’s
             Adoption Application to the rest of adoption paperwork.
        iii. Completion of a new application by the patron shall be required prior to any further
             adoptions.




 Chapter III - Section 8                                                              Page 146
 CHAPTER IV - KENNEL OPERATIONS

 IV.1 - ANIMAL HANDLING
1. General. Safe, effective animal handling demands total concentration on the animal being
   handled and the knowledge necessary to read the body language the animal is displaying.
   Taking a few moments to visually assess the dog or cat that is about to be handled can make
   the task both safer and easier. Handling techniques and the tools chosen to assist an animal
   handler will vary depending on the scenario. By assessing the individual animal's behavior
   and responding accordingly, handling skills and techniques will protect both ends of the leash.
   The following guidelines shall be followed by all staff members of the Animal Service Center
   of the Mesilla Valley (hereinafter “Center”) tasked with the handling of any animal.
2. Healthy, Even-Tempered Animals.
    A. The following are signs that will likely indicate a healthy, even-tempered animal:
           i. The animal has no apparent signs of illness or injury;
          ii. The animal is at the front of the cage exhibiting relaxed body postures, sprawled out
              in a prone position possibly with belly exposed, sitting upright and alert;
         iii. (cats) The animal is head-bumping and scent marking with glands in the chin and
              above the eyes; and/or
         iv. (dogs) The animal is wiggly-bodied, bouncing up and down, tail wagging, licking,
              and nose nudging.
    B. Before opening the cage door, the handler shall speak to the animal in a pleasant, upbeat
         voice.
           i. The handler shall let the animal sniff at the back of his or her hand through the
              bars/fencing.
          ii. The handler shall review the information on the animal’s Kennel Card, looking for
              any helpful clues as to the animal’s temperament.
    C. Dogs.
           i. The following are guidelines for removing a dog from his or her kennel run or other
              holding cage at floor-level:
                a. The handler shall prepare a leash or lead to slip over the animal's head;
                b. The handler shall open the cage door just enough to slip the lead onto the dog
                    without letting the dog loose;
                c. The handler shall use the inside of his or her knee/leg or hip/shoulder to control
                    the door to free up both hands should they be needed to keep a rambunctious
                    animal in the kennel run;
                d. When using a slip lead, the handler shall keep the lead taut enough that the dog
                    cannot back out of it if startled; and
                e. The handler shall then allow the dog to exit the cage.
          ii. The following are guidelines for returning a dog to a kennel run or other holding
              cage at floor-level:




 Chapter IV - Section 1                                                                   Page 147
           a. The handler shall open the cage door fairly wide using a forward-moving arm
                gesture while moving the lead forward and uttering the command, "Go in;"
           b. For dogs who draw back, the handler shall try throwing a small treat in ahead
                of them;
            c. The handler shall quickly close the door as soon as the dog enters; and
           d. Once the dog is kenneled, the handler shall open the door a crack to take off
                the lead, again using the inside of the handler’s knee/leg or hip/shoulder to
                control the door.
     iii. The following are guidelines for removing smaller dogs being housed in higher
          level cages:
           a. First, if the animal is going to be carried against the handler’s body, the handler
                shall wear a plastic apron or place a fresh towel or pillow case between his or
                herself and the animal;
           b. This technique will assist in disease control; the handler shall never reuse the
                same towel or pillow case twice, and shall always disinfect the plastic apron
                before reuse;
            c. As with a floor-level cage, the handler shall open the cage door slightly and
                place the leash or lead onto the dog;
           d. The handler shall place one hand behind the dog's head and grab the slip-ring
                and lead to prevent it from tightening up and to prevent the dog from turning
                around and nipping;
            e. The handler shall reach the other hand over the back and support the chest and
                abdomen;
            f. The handler shall lift up and cradle the dog's body against the handler’s body
                while holding the head away if necessary; and
           g. The handler shall then gently carry or place the dog on the floor.
     iv. The handler shall return dogs to higher level cages using the same methods:
           a. The handler shall immobilize the head by grasping the lead behind the head;
           b. The handler shall reach over the back and cradle the chest in the palm of his or
                her hand; and
            c. The handler shall then lift the animal back into the cage.
  D. Cats.
       i. The following are guidelines for the handling techniques of cats, which are similar
          to that of small dogs;
           a. Instead of holding the lead behind the head, the handler shall place the crook of
                the hand (area between thumb and forefinger) on the cat's neck at the base of
                the skull to keep the cat facing away from the handler;
           b. The handler shall reach his or her other arm over the cat's back and support the
                chest and abdomen with his or her hand and forearm, cradling the cat against
                the handler’s body (a.k.a. football carry);
            c. The handler shall move the animal to another cage or a carrier;




Chapter IV - Section 1                                                                Page 148
              d. The handler shall avoid carrying a cat in his or her arms any great distance
                   whenever possible, as cats are often highly reactive animals which can easily
                   startle, changing from friendly to defensive aggressive in a few short seconds;
                   and
              e. The handler shall remember to use a plastic apron, fresh towel, or pillow case
                   when handling a cat.
3. Fearful Animals.
   A. The following are signs that will likely indicate a fearful animal:
          i. The animal appears to have dilated pupils;
         ii. The animal is standing or lying tensely at the rear of the cage;
        iii. The animal is backing up to the rear of the cage;
        iv. The animal is facing the back corner of the cage, glancing over the shoulder to keep
             the handler in sight;
         v. The animal’s ears are pulled back;
        vi. (dogs) The animal’s tail is tucked; and/or
       vii. (cats) The animal is agitated tail swishing, hissing, and/or swatting.
   B. The following are guidelines for handling fearful animals:
          i. Before opening the cage door, the handler shall speak to the animal in a soft,
             soothing yet upbeat tone of voice;
         ii. The handler shall stand sideways or crouch down near the cage; looming over the
             animal directly head-on will likely increase the fear level;
        iii. The handler shall avoid direct eye contact for it can be misconstrued as a challenge
             to fight;
        iv. Whenever possible, the handler shall allow the animal to approach the front of the
             cage and check-out the handler in his or her own time;
         v. The handler may offer a treat without making eye contact; it is a good sign if the
             animal is relaxed enough to take the treat; and
        vi. It is safer to take the time to allow the animal to come to the handler, rather than the
             handler entering into the cage or reaching in to grab the animal.
              a. Most fearful animals would rather flee than fight, but they will bite if they feel
                   cornered.
   C. Dogs.
          i. The following are guidelines for moving mildly fearful dogs:
              a. The handler shall try to get the animal on a lead without entering too far into
                   the cage;
              b. Once on a lead, the handler shall gently coax the dog out of the cage;
              c. The handler shall allow the dog some extra leash so he can move (three (3) to
                   five (5) feet away from the handler);
              d. The handler shall muzzle the animal with either the lead or a sleeve muzzle
                   before treatment if necessary;




 Chapter IV - Section 1                                                                   Page 149
              e. The handler shall hold the dog in a firm yet gentle manner against the handler’s
                   body and continue to talk to the dog in a soft, confident tone;
              f. The handler shall use a plastic apron or fresh towel or pillow case when
                   handling an animal; and
              g. The handler shall not remove the muzzle until the dog has been placed back on
                   the floor or if thrashing around, until back in his or her cage.
         ii. The following are guidelines for handling excessively fearful dogs:
              a. The handler shall not move such an animal unless absolutely necessary;
              b. The handler shall use an animal control pole (a.k.a. catch pole, bite pole, bite
                   stick, rabies stick, etc.) to move the dog; while this may increase the fear level
                   of the animal, handler safety can be maintained; and
              c. If the dog is unwilling to walk while on the control pole, the handler shall seek
                   assistance in muzzling and carrying the dog.
   D. Cats.
          i. The following are guidelines for handling fearful cats:
              a. The importance of moving slowly and quietly in a gentle manner cannot be
                   stressed strongly enough when handling such an animal;
              b. The handler shall grab the scruff at the back of the neck with one hand;
              c. The handler shall hold the forepaws with the other hand while using the
                   handler’s elbow to hold the rear weight of the cat's body against the handler’s
                   side.
         ii. The following are guidelines for handling very fearful cats:
              a. The handler shall not handle an very fearful cat unless absolutely necessary;
              b. The handler shall use a large, thick towel or blanket to scoop up the cat and
                   place it in a carrier;
              c. To remove a fearful cat from a carrier into another cage, the handler shall open
                   the carrier and tilt slightly into the cage; and
              d. As the cat steps out and retreats to the back of the cage, the handler shall
                   swiftly close the door.
        iii. For feral cats or cats showing signs of extreme fearfulness, the handler shall use a
             net for handling the animal.
4. Fractious Animals.
   A. The following are signs that will likely indicate a fractious animal:
          i. The animal is growling, snarling, snapping, attempting to bite;
         ii. The animal is charging the front of the cage;
        iii. The animal is standing frozen at the front of the cage and “hard-staring” people;
             and/or
        iv. The animal is ferociously barking/hissing and lunging.
   B. The following are guidelines for handling fractious animals:
          i. The handler shall not handle a fractious animal unless absolutely necessary;
         ii. The handler shall take every possible precaution;



 Chapter IV - Section 1                                                                   Page 150
          iii. The handler shall make use of a control pole with dogs and a net with cats;
          iv. The handler shall never use a control pole on a cat;
           v. Whenever possible, the handler shall have a second experienced handler present to
               assist should something go wrong;
          vi. The handler shall consider using double leashing (where two [2] handlers have a
               fractious dog leashed between them on taut leads) in areas where a control pole may
               not be used; and
         vii. The handler shall consider tranquilization (anesthesia, pre-euthanasia drugs) if
               available.
    C. In the event that a dog attempts to attack the handler while leashed, the handler shall
         move his or her leash arm up and away from his or her body.
5. Sick and Injured Animals.
    A. The following are signs that will likely indicate a sick or injured animal:
            i. The animal has labored breathing;
           ii. There is the presence of blood, mucous, or open wounds;
          iii. The animal’s limbs are at odd angles; and
          iv. The animal is limping, whimpering, lethargy, not eating.
    B. The following are guidelines for handling sick or injured animals:
            i. The sweetest animal in the world can bite in response to pain;
           ii. Before handling an injured animal, if possible, the handler shall ask Medical staff to
               assess the animal before it is moved to determine the proper handling technique for
               the specific injury;
          iii. If an animal is brought to the Center in a box or carrier, the handler shall keep it
               confined there until a medical exam is possible when circumstances allow;
          iv. Once a medical exam has been completed and the animal has been treated, the
               handler shall take special care to be gentle with the animal;
           v. The handler shall avoid putting any pressure on the injured area;
          vi. For dogs with neck injuries like embedded collars or tracheal collapse, the handler
               shall provide a body harnesses for movement since regular slip leads cannot be used;
         vii. Soft bedding is particularly important for animals with splints and casts;
        viii. The handler shall consider using an Elizabethan collar (e-collar) to prohibit the
               animal from chewing on bandages; and
          ix. Since an e-collar intensifies noise and blocks an animal's peripheral vision, the
               handler shall try to house the animal in as quiet a spot as possible during
               recuperation.
6. Dog Fight. Dogfights are unfortunately an inevitable and very dangerous occurrence which
   can easily result in injury to an animal handler. One should never rush in alone and attempt to
   grab and pull apart dogs involved in a fight. When a fight breaks out, dogs go into a high
   "fight drive" state and are not thinking clearly. Even the sweetest of dogs is likely to turn and
   bite if grabbed while in this state, without even realizing who or what he or she is biting at.
    A. The following are guidelines for breaking up a dogfight:




 Chapter IV - Section 1                                                                   Page 151
         i. The safest way to break up a dogfight requires two (2) handlers (or one for each dog
            involved);
        ii. Each handler shall quickly choose a dog and grab it by the rear ankles; avoiding the
            head and teeth;
      iii. Each handler shall then lift his or her chosen dog up by the rear legs like the handles
            of a wheelbarrow;
       iv. With the legs up, the handlers shall the pull both dogs apart;
        v. The handlers shall immediately separate the dogs from each other into separate
            enclosures; and
       vi. While being pulled apart in this wheelbarrow position, the handlers shall steer each
            dog side-to-side. By moving side-to-side the dog will have to sidestep with his or
            her front feet to avoid falling on his or her chin. This technique will keep the dog
            off-balance, and will stop him or her from turning back to bite the handler.
  B. The following are guidelines for an animal handler in the event that he or she is alone
      when a serious dogfight breaks out.
         i. The handler shall remain cool headed and focused on the job at hand;
        ii. The handler shall not waste time screaming or yelling at the dogs involved, as this is
            rarely effective;
      iii. The handler should have a leash or slip-lead on hand, if not, the handler shall
            quickly retrieve one (unfortunately, the fight will have to continue while this is
            done);
       iv. Dogs in a fight are almost always locked onto one another, face-to-face;
        v. The handler shall approach one of the dogs from the rear and loop one end of the
            leash around beneath the back loin of the dog;
       vi. The handler shall then thread and pull the leash snug (standard application of a slip-
            lead);
      vii. The handler shall then slowly back away, dragging the dog to a fence or other
            stationary object that a leash can be tied to. By doing this, the handler effectively
            creates an anchor for one of the dogs;
     viii. The handler shall keep in mind, the other dog will likely follow and the fight will
            continue up to this point;
       ix. The handler shall then quickly approach the untied dog and perform the
            wheelbarrow maneuver; grabbing the dog by the rear ankles and separating him or
            her from the tied dog;
        x. The handler shall remember the importance of turning back and forth and keeping
            the dog off balance during this maneuver;
       xi. The handler shall pull the dog into a separate before releasing him or her; and
      xii. The other dog shall not be left tied for long, the handler shall untie and secure the
            dog in a separate enclosure as soon as possible.
  C. If two (2) dogs are observed squaring off with one another (i.e. one [1] dog with stiff legs
      and tail straight up in the air putting his head over the shoulders of the other to show




Chapter IV - Section 1                                                                 Page 152
      dominance; while the other is possibly even growling or showing teeth), staff shall not
      over react and assume a fight is about to occur.
        i. Attempting to intervene by yelling, for example, before a fight has begun, may in
           fact trigger a fight.
       ii. Body posturing is common amongst newly introduced dogs, and is often actually an
           alternative to fighting rather than a precursor to a fight.




Chapter IV - Section 1                                                             Page 153
 IV.2 - KENNEL SECURITY
1. Purpose. To prevent and discourage theft and to hinder the spread of disease.
2. Padlocks.
    A. All occupied impoundment holding runs shall remain padlocked at all times, unless being
        accessed for cleaning, animal assessment and collaring, population management, or
        retrieval of an animal for reclaim.
    B. All general population kennel runs, quarantine kennel runs, Hold Order/Court-Hold
        kennel runs, and medical observation kennel runs shall remain padlocked during public
        hours, unless being accessed for cleaning, animal assessments and collaring, population
        management, or retrieval of an animal for reclaim.
    C. All Adoptable Dog kennel runs shall remain padlocked during public hours, unless being
        accessed for cleaning, population management, or retrieval of an animal for a pet-social
        or exercise.
3. Access. General population dog and cat housing areas, dog impoundment holding areas, dog
   and cat quarantine holding areas, dog and cat Court-Hold holding areas, and dog and cat
   medical observation areas shall only be accessed by authorized Center personnel, authorized
   members of animal control, or other persons under the escort of authorized personnel.




 Chapter IV - Section 2                                                               Page 154
 IV.3 - FEEDING AND WATERING
1. General. Proper feeding is critical to the health and well-being of the animals in the custody
   of the Animal Service Center of the Mesilla Valley (hereinafter “Center”). Proper nutrition
   and feeding schedules can make the difference between healthy animals and animals who
   succumb to illness due to improper diets. In general, it is preferable to maintain a small
   amount of food for most animals, refilling as necessary, as opposed to leaving an animal with a
   large amount of food, much of which may go to waste.
2. Food Storage. All pet food shall be stored in dry, pest-free areas.
    A. All opened bags of dry dog or cat food shall be stored in air-tight plastic containers.
    B. Food storage containers and food scoops shall be sanitized at least once a month.
    C. To prevent food from becoming stale, each food storage container shall be emptied
         completely prior to adding or refilling the container.
    D. Each un-emptied, opened can of food shall be covered and placed into a refrigerator.
         Staff shall check the refrigerator for opened cans before opening a new can.
    E. Donation Bin. Salvageable donated food that cannot be used by our facility shall be
         stored in the designated Donation Bin. The bin shall be emptied at least weekly to be
         passed along to low-income food-bank programs. Once emptied, the Donation Bin shall
         be cleaned by Kennel staff or Volunteers.
3. Food Sources.
    A. The current primary food source for our Center is acquired from Hills Science Diet.
    B. The five (5) lb. “Adopter Bags” of food are reserved for adoptive parents and foster-to-
         adopt parents; and are NOT to be used for animals being housed at the Center or at
         regular Foster Homes.
    C. The larger “In-Shelter Bags” of food shall be used for animals housed at the Center
         facility and for regular Foster Parents.
4. Food Bowls. Staff shall only feed in stainless steel bowls or pans whenever possible.
   Stainless steel bowls are easier to disinfect than plastic bowls which can harbor disease in
   surface scratches. Staff shall:
    A. Use one (1) bowl for each dog over the age of four (4) months;
    B. Use one (1) large pan for litters of puppies under ten (10) weeks of age;
    C. Use one (1) small bowl for each single adult cat;
    D. Use one (1) large bowl for groups of up to three (3) adult cats or four (4) kittens under
         six (6) months of age; and
    E. Use one (1) small bowl for single kittens and for groups of up to three (3) kittens.
5. Canned Food. It is preferable to only feed canned foods that are based on either chicken or
   lamb. The red meat canned foods can cause more digestive upsets than the more bland
   chicken and lamb varieties, so generally staff shall not feed beef-type canned foods to puppies,
   kittens, or debilitated animals. These beef canned foods can be used with adult animals who
   are just not eating well or who need to gain weight. The Medical staff is responsible for
   making special dietary recommendations.
6. Water.




 Chapter IV - Section 3                                                                 Page 155
   A. Staff shall ensure that drinking water is available twenty-four (24) hours a day to each
       animal unless otherwise recommended by the Medical staff. Maintaining fresh, clean
       water is critical, and water must be checked and replenished throughout the day.
   B. Staff shall ensure that dirty and soiled water bowls are to be emptied, cleaned,
       disinfected, and refilled as needed.
   C. Homemade Pedialyte (when available).
          i. Some animals will need more than just plain water if they are severely debilitated,
             sick, etc. For these animals, staff shall mix up our own generic “Pedialyte” formula
             to be administered either via syringe or in their water bowl.
         ii. Pedialyte Formula. One (1) quart of Water + Three (3) Tablespoons of Sugar +
             One (1) Teaspoon of Salt.
        iii. Lime flavored “Gatorade” may also be used for these purposes.
7. Feeding/Watering Guidelines.
   A. Adult Dogs.
          i. Healthy Adult Dogs.
              a. Food Type. Dry food only, preferably without dyes.
              b. Food Amount. Depending on size, a minimum of one-quarter (¼) cup for
                   small breeds, up to four (4) cups for giant breeds.
              c. Feeding Frequency. Once daily in mornings.
              d. Water. Fresh water at all times.
         ii. Debilitated Adult Dogs.
              a. Food Type/Amount. One-half (½) cup dry food (no dyes) + One-quarter (¼) to
                   one-half (½) cup chicken or lamb and rice canned food + (if available) One (1)
                   scoop of dry milk powder + One-half (½) teaspoon Meg-a-Cal + One-quarter
                   (¼) cup warm water. Mix together.
              b. Feeding Frequency. Minimum of two (2) times daily; or three (3) times daily
                   for severely emaciated dogs.
              c. Water. Fresh water at all times.
        iii. Nursing or Pregnant Adult Dogs.
              a. Food Type/Amount. One-half (½) cup dry food (no dyes) + One-quarter (¼) to
                   one-half (½) cup chicken or lamb and rice canned food + (if available) One (1)
                   scoop of dry milk powder + One-half (½) teaspoon Meg-a-Cal + One-quarter
                   (¼) cup warm water. Mix together.
              b. Feeding Frequency. Minimum of two (2) times daily; or three (3) times daily
                   for dogs nursing large litters.
              c. Water. Fresh water at all times.
   B. Puppies.
          i. Puppies under eight (8) weeks of age & Debilitated Puppies.
              a. Food Type/Amount. One (1) thirteen (13) oz can of chicken or lamb and rice
                   canned food + One (1) thirteen (13) oz can of water mixed to a mush




 Chapter IV - Section 3                                                               Page 156
               consistency + (if available) One (1) scoop of dry milk powder + One-half (½)
               teaspoon Meg-a-Cal + One-quarter (¼) cup warm water. Mix together.
           b. Feeding Frequency. Minimum of two (2) times daily; or three (3) times daily
               if necessary.
           c. Water. Pedialyte mixture if available, otherwise fresh water at all times.
      ii. Small Breed Puppies.
           a. Food Type/Amount. One-quarter (¼) cup dry food, small kibble (no dyes) + (if
               not eating the dry by itself) One-half (½) cup chicken or lamb and rice canned
               food. Mix together.
           b. Feeding Frequency. Minimum of two (2) times daily; or three (3) times daily
               if necessary.
           c. Water. Fresh water, Pedialyte mixture, or lime flavored Gatorade depending
               on how they look.
     iii. Puppies from eight (8) weeks to six (6) months of age.
           a. Food Type/Amount. Dry food only, preferably without dyes. If not eating the
               dry, mix in the canned food.
           b. Feeding Frequency. Bowl(s) shall be kept full during day.
           c. Water. Fresh water at all times.
  C. Adult Cats.
       i. Healthy Adult Cats.
           a. Food Type. Dry foods with no dyes.
           b. Food Amount. Three-quarter (¾) cup per adult cat in the individual cages. For
               cats in communal cages, use one (1) large full bowl per three (3) adult cats,
               roughly two and a half (2 ½) to three (3) cups.
           c. Feeding Frequency. Bowls shall be filled first thing in morning; and refilled as
               necessary.
           d. Water. Fresh water at all times.
      ii. Debilitated, Nursing or Pregnant Adult Cats.
           a. Food Type/Amount. Dry food (no dyes) mixed with one-half (½) small canned
               cat food.
           b. Feeding Frequency. Twice daily if they consume the entire first batch.
           c. Water. Fresh water at all times; Pedialyte mixture if necessary.
  D. Kittens.
       i. Kittens under eight (8) weeks of age.
           a. Food Type/Amount. Dry kitten chow mixed with canned cat food.
           b. Feeding Frequency. Minimum of two (2) times daily; or three (3) times daily
               if necessary; may need re-mixed/stirred throughout the day.
           c. Water. Pedialyte mixture or fresh water at all times.
      ii. Debilitated Kittens.




Chapter IV - Section 3                                                             Page 157
             a. Food Type. Canned cat food mixed with one (1) to two (2) teaspoons of KMR
                 or other type milk replacer and one (1) to two (2) teaspoons chicken broth (low
                 sodium).
             b. Food Amount. As much food as they will eat throughout the day.
             c. Feeding Frequency. Staff shall keep fresh food available throughout the day.
             d. Water. Pedialyte mixture or fresh water at all times.
       iii. Kittens from eight (8) weeks to six (6) months of age.
             a. Food type. Dry foods with no dyes.
             b. Food Amount. One-half (½) cup for each single kitten. One (1) large full
                 bowl for groups of up to five (5) kittens under six (6) months of age, roughly
                 two (2) to three (3) cups.
             c. Feeding Frequency. Bowls shall be filled first thing in morning; and refilled as
                 necessary.
             d. Water. Fresh water at all times.




Chapter IV - Section 3                                                               Page 158
 IV.4 - USE OF DISINFECTANT SOLUTIONS
1. General. The task of combating shelter disease is a constant struggle. One essential tool at
   the disposal of the Animal Service Center of the Mesilla Valley (hereinafter “Center”) is strong
   and effective disinfectant solutions. Though these products are in place for the benefit of our
   employees and the animals housed in the Center facility, strict precautions must always be
   taken when using, handling, and mixing these products.
2. Bleach. A member of the halogen family of disinfectants, which also includes iodine and
   related products.
    A. Characteristics.
           i. A five-percent (5%) Bleach solution diluted at a one-to-thirty-two (1:32) ratio (1/2
              cup per gallon of water) completely inactivates Canine parvovirus, Feline
              calicivirus, and Feline panleukopenia when applied correctly.
                a. Most regular household Bleach is five-percent (5%).
          ii. Bleach inactivates ringworm at higher concentrations and with repeated application.
         iii. Organic matter, light, and extended storage significantly reduces the effectiveness of
              Bleach.
                a. Bleach will lose potency overnight if left in an open-air or open-light container.
               b. Hard water also reduces the effectiveness of Bleach.
         iv. The one-to-thirty-two (1:32) Bleach has low tissue toxicity, but fumes can be
              irritating at high concentration, and Bleach is corrosive to metal if left on metal
              surfaces for long periods.
          v. Bleach alone has NO detergent action, and cannot be used as a sole cleaning agent.
                a. Disinfection with Bleach requires prior cleaning of the surface with a
                     detergent.
    B. Caution.
           i. Bleach may cause severe irritation or damage to eyes and skin, and may be harmful
              if swallowed.
                a. Staff shall protect eyes when handling.
               b. For prolonged use, staff shall wear chemical-resistant/water-proof gloves.
                c. Staff shall wash skin after contact with product.
               d. Staff shall avoid breathing vapors and only use in a well-ventilated area.
          ii. When Bleach is mixed with Ammonia and products containing Ammonia, a
              hazardous chlorine gas can be created.
                a. Chlorine gas causes severe damage to tissue when inhaled and can result in
                     very painful injury and even death.
               b. Staff shall not mix Bleach with any product containing Ammonia. As a rule of
                     thumb, staff shall avoid mixing any dish soap liquid with a Bleach solution.
    C. Usage.
           i. Generally, the Bleach solution shall be used four (4) days out of the week -
              Wednesday, Thursday, Friday, and Saturday.




 Chapter IV - Section 4                                                                   Page 159
             a. Staff shall NOT ever mix the Bleach solution with the Trifectant solution, or
                 any other chemical other than ammonia-free laundry detergent.
             b. Staff shall rinse each container, mop, and washcloth thoroughly before
                 switching from one disinfectant solution to another.
        ii. Regular Bleach (5%) shall be used at a at a one-to-thirty-two (1:32) ratio of Bleach
            to Water (1/2 cup Bleach per 1 gallon of Water) in all hand-sanitation spray bottles,
            cage-cleaning spray bottles, cage-cleaning squirt bottles, hand-pump sprayers, sinks,
            mop-buckets, washcloth buckets, and footbaths.
             a. ALL footbaths shall be changed-out with the one-to-thirty-two (1:32) ratio
                 Bleach solution first-thing in the morning on Wednesdays, Thursdays,
                 Fridays and Saturdays.
                    • The foot-bath pans shall be thoroughly sprayed out on Wednesday
                      mornings before switching to the Trifectant solution.
             b. ALL mop-buckets shall be marked with the location they may be used in.
                    • The “CAT” mop-bucket may only be used in the Stray Cat room,
                      Adoptable Cat room, Laundry room, and the Hallways immediately
                      outside of those rooms. The CAT mop-bucket should be used in the
                      Adoptable Cat room before it is used in the Stray Cat room or Laundry
                      room.
                    • The “OFF” mop-bucket may only be used in the Adoption Office,
                      Receiving Office, Administrative Offices, Office Hallways, and Break-
                      Room.
                    • The “MW-H” mop-bucket may only be used in the MedWing Hallway,
                      Food Storage Room, and OBS Hallway.
                    • The “VET” mop-bucket may only be used in the Medical Office,
                      Treatment Area, and Surgery Room. The VET mop-bucket should be
                      stored in the Medical treatment area.
                    • Each mop-bucket shall be filled to the three (3) gallon level.
                    • The mop-buckets shall be emptied when the solution is no longer usable.
       iii. When using Bleach in a kennel-cleaning foamer, staff shall fill the foamer with the
            regular Bleach (5%).
             a. The Bleach will be diluted to the same one-to-thirty-two (1:32) ratio with the
                 water as it passes through the spray nozzle system.
                    • In order to dilute the Bleach solution at the appropriate one-to-thirty-two
                      (1:32) ratio, staff shall use the designated orange metering tip in the
                      foamer.
       iv. Staff shall use the Bleach in combination with a detergent, such as liquid laundry
            soap; unless the Bleach is being used solely for disinfection.
             a. A one-quarter (¼) cup of liquid detergent shall be added to each gallon of one-
                 to-thirty-two (1:32) ratio Bleach solution.
             b. A one-half (½) cup of liquid detergent shall be added to each ninety-six ounce
                 (96 oz.) foamer containing regular Bleach (5%). A one-quarter (¼) cup of




Chapter IV - Section 4                                                                Page 160
                   liquid detergent for each forty-eight ounce (48 oz.) foamer containing regular
                   Bleach (5%).
              c. Again, staff shall not mix Bleach with any product containing Ammonia. As a
                   rule of thumb, staff shall avoid mixing any dish soap liquid with a Bleach
                   solution.
         v. In order to properly disinfect, the Bleach solution shall be left to soak on all
             instruments, floors, cages, etc, for a minimum of ten (10) minutes.
              a. All surfaces must be well rinsed after soaking/cleaning, especially water and
                   food bowls.
3. Trifectant. Potassium Peroxymonosulfate.
   A. Characteristics.
          i. A one-percent (1%) Trifectant solution (1:100 ratio) completely inactivates viruses,
             such as Canine parvovirus, Feline calicivirus, and bacteria, such as Staphylococcus
             aureus, Streptococcus pyogenes, Klebsiella pneumoniae, and Pseudomonas
             aeruginosa when used correctly.
         ii. A two-percent (2%) Trifectant solution inactivates fungi, such as Trichophyton
             mentagrophytes.
        iii. Trifectant is reportedly less corrosive to metal than Bleach, however, ten (10)
             minutes is the maximum necessary contact time for disinfecting surfaces.
        iv. Trifectant maintains moderate activity in the presence of organic matter and is
             relatively effective on porous surfaces.
         v. Once the powdered Trifectant is mixed, the solution will stay potent up to seven (7)
             days.
              a. Staff shall keep all Trifectant solutions out of direct sunlight when storing.
   B. Caution.
          i. Trifectant powder is corrosive, can cause irreversible eye damage or skin burns, and
             may be harmful if swallowed or absorbed through the skin.
              a. Staff shall avoid getting the Trifectant powder in the eyes, on the skin, or on
                   clothing.
              b. Staff shall always pour the Trifectant powder into water when mixing, and
                   never water into the powder. Not only will this prevent the solution from
                   foaming while filling the container; it will also prevent the powder from
                   splashing out of the container.
              c. Staff shall wear protective goggles or a face shield when handling.
              d. Staff shall wear protective clothing, such as a long sleeve shirt and long pants,
                   socks plus shoes, and chemical-resistant/water-proof gloves.
              e. Staff shall wash hands before eating, drinking, chewing gum, using tobacco, or
                   using the toilet.
               f. Staff shall remove contaminated clothing and wash clothing before reuse.
         ii. Once mixed at the one-percent (1%) ratio, the Trifectant solution is reported to have
             NO irritancy effects according to the distributor’s Material Safety Data Sheet.




 Chapter IV - Section 4                                                                Page 161
           a. Trifectant solution does contain a yellowing agent that may stain clothing and
                other fabric.
  C. Usage.
       i. Generally, the Trifectant solution shall be used three (3) days out of the week -
          Sunday, Monday, and Tuesday.
           a. Staff shall NOT mix the Trifectant solution with the Bleach solution, or any
                other chemical.
           b. Staff shall rinse each container, mop, and washcloth thoroughly before
                switching from one disinfectant solution to another.
      ii. Trifectant shall be used at a one-to-one-hundred (1:100) ratio of Trifectant Powder
          to Water (1 scoop [39cc] of powder per 1 gallon of water) in all hand-sanitation
          spray bottles, cage-cleaning spray bottles, cage-cleaning squirt bottles, hand-pump
          sprayers, sinks, mop-buckets, washcloth buckets, and footbaths.
           a. ALL footbaths shall be changed-out with the Trifectant (1%) solution first-
                thing in the morning on Sundays.
                   • The foot-bath pans shall be thoroughly sprayed out on Sunday mornings.
                   • On Mondays and Tuesdays, the foot-baths shall be changed-out as they
                      become soiled. (the Trifectant solution will stay active in the footbaths
                      during the three [3] day use)
           b. Again, ALL mop-buckets shall be marked with the location they may be used
                in, and each mop-bucket should be filled to the three (3) gallon level.
                   • The mop-buckets shall be emptied when the solution is no longer usable.
     iii. When using Trifectant in a ninety-six ounce (96 oz.) cage-cleaning foamer, staff
          shall fill the foamer with water and add one (1) cup (8 oz.) of the Trifectant powder.
          A one-half (½) cup of Trifectant powder shall be used in the forty-eight ounce (48
          oz.) foamers.
           a. The Trifectant will be diluted with the water at a one-to-twelve (1:12) ratio as
                it passes through the spray nozzle system creating the desired one-percent
                (1%) Trifectant mix.
           b. In order to dilute the Trifectant solution to a one-to-twelve (1:12) ratio, staff
                shall make sure the orange metering tip has been removed from the foamer
                before use.
                   • Staff shall be responsible for keeping track of his or her assigned metering
                      tip, and shall safely store it when not in use.
           c. The Trifectant has some detergent action, and does not need to be
                supplemented with the laundry detergent.
                   • Staff shall NOT mix any detergents with the Trifectant solution.
           d. Staff shall still be required to remove all debris prior to the final disinfection.
     iv. In order to properly disinfect, the Trifectant solution shall be left to soak on all
          instruments, floors, cages, etc, for a maximum of ten (10) minutes.
           a. All surfaces shall be well rinsed after soaking/cleaning, especially water and
                food bowls.



Chapter IV - Section 4                                                                Page 162
            b. Possible residual film is easily removed with a damp cloth leaving an aseptic
               surface.




Chapter IV - Section 4                                                              Page 163
 IV.5 - FELINE HOUSING
1. The feline housing areas of the Animal Service Center of the Mesilla Valley (hereinafter
   “Center”) shall be cleaned and disinfected daily and maintained throughout the day by the
   Kennel staff.
    A. Staff assigned to clean cat cages shall dress in rubber gloves and clothes suited for
        cleaning.
    B. Staff shall collect all necessary supplies together, which shall include: Scrub brush or
        scrubbing pads, mop bucket, washcloth bucket, disinfectant spray bottles and squirt
        bottles, and a waste bin for old food and litter.
          i. Each staff member shall make sure his or her assigned area is also stocked with a
              step-stool, supply of newspaper or bedding, fresh cat and kitten food, and fresh
              litter.
    C. Staff shall fill the sink, mop bucket, and disinfectant spray bottles and squirt bottles with
        disinfectant solution as specified in Chapter IV, Section 4 of this Manual.
          i. If the area where the cat cages are located does not have a sink, staff shall use a
              plastic bin or tub for dish water.
    D. Prior to cleaning, staff shall look over all animals in his or her assigned area and report
        any signs of illness or injury to the Kennel Population Supervisor or designee.
          i. The following are some common signs of illness and injury in dogs that staff shall
              look for:
                a. The animal’s eyes are watery, appear swollen, or show discharge;
               b. The animal’s ears appear red or inflamed, show discharge, or have a foul odor;
                c. The animal’s nose shows discharge (mucous, blood, or pus), or is crusty,
                     congested, or blocked;
               d. The animal’s gums are swollen or inflamed, teeth are loose or brown, or mouth
                     has a foul odor;
                e. The animal is sneezing, coughing, wheezing, or has heavy or shallow
                     breathing;
                f. The animal has fleas or ticks, skin shows swelling or lesions, or has apparent
                     hair-loss;
                g. The animal is thin or obese;
               h. The animal has wounds or abscesses;
                i. The animal limps or staggers; and/or
                j. The animal is moving slowly or acting lethargic.
         ii. Staff shall also report any mismatched paperwork or any paperwork discrepancies
              discovered.
    E. Staff shall remove all water bowls and soiled food bowls from each of the cages being
        cleaned.
          i. Staff shall dump the water down the drain.
                a. If the sink is the only drain, staff may need to empty the water bowls before the
                     sink is plugged and filled with disinfectant solution.



 Chapter IV - Section 5                                                                  Page 164
      ii. Staff shall dump any soiled or ruined food in the waste bin.
              a. If the food still appears to be fresh and clean it may be left for the cat, but
                   should be protected from cleaning solutions during the cleaning.
     iii. Staff shall place the empty bowls in the sink full of disinfectant solution to soak.
              a. Each bowl shall be left to soak for at least ten (10) minutes.
             b. The bowls should be washed before the assigned feline housing area is cleaned,
                   so that each has enough time to air-dry.
              c. After the bowls have soaked, staff shall scrub off any stuck-on material.
             d. The bowls shall be rinsed in clean water (no disinfectant or soap) and stacked
                   in a clean area to air-dry.
                     • Staff shall NOT towel dry dishes.
  F. When practical, staff shall leave the cat in the housing cage during cleaning. In general,
     it is preferable to NOT transfer a cat from cage to cage. Moving the cat is likely to
     increases stress and also the likelihood that he or she will become ill.
       i. Spot-Cleaning. If, for the most part, the mess in the cage has been restricted to the
            litter box, and the rest of the cage generally appears to be clean, staff shall use the
            following spot-cleaning procedures.
              a. While cleaning, a “feral cat box” should be provided for fractious cats.
                     • Staff shall allow the cat to hide inside the box, carefully closing him or her
                        inside during cleaning.
             b. If available, friendly cats shall also be provided with a clean box or paper bag
                   to relax and hide in within the cage.
              c. Staff shall pull the soiled litter box from the cage, taking care not to spill any.
             d. Using a paper towel, staff shall wipe out any loose debris left in the bottom of
                   the cage or stuck to the walls of the cage.
              e. If the cat’s bedding appears to be dry and clean, it shall be left in the cage.
                     • If the bedding appears to be dry but has some debris, staff shall pull the
                        bedding and shake all debris into the waste bin.
                     • Staff shall then return the bedding to the cage.
                     • If the bedding is wet or soiled, staff shall replace it with clean bedding.
              f. Once the loose debris is removed, staff shall use the squirt bottle with either
                   disinfectant to wet the soiled areas, taking care to protect the cat from the
                   cleaning solutions.
              g. Once those areas have soaked for a moment, staff shall use a clean paper towel
                   to wipe out the cage, removing all remaining debris and cleaning solution.
             h. A fresh litter box may then be placed in the cage.
              i. The cat shall be transferred out of the feral cat box or other box or bag, if used.
      ii. Deep-Cleaning. When a cage has been severely soiled or a cat has been
            permanently transferred out of a cage, the cage shall be completely emptied and
            disinfected.




Chapter IV - Section 5                                                                   Page 165
            a. If the cage still has a resident cat, staff shall transfer the cat into a clean, dry,
               temporary transfer cage before cleaning.
                  • Staff shall NOT transfer a cat into a soiled transfer cage.
                  • The transfer cage shall be cleaned and thoroughly disinfected prior to use
                    and after each subsequent use to prevent the spread of disease.
            b. Staff shall follow the guidelines for moving and handling animals as specified
               in Chapter IV, Section 1 of this Manual.
            c. Each staff member shall disinfect his or her hands between the handling of
               each cat so that fomites (disease agents) are not spread from one cat to another.
                  • Gloves shall be replaced or thoroughly disinfected between the handling of
                    each cat.
                  • Damaged gloves shall be immediately replaced.
            d. Fractious cats shall NOT be handled directly.
                  • Staff shall NOT attempt to transfer any feral or unfriendly cat unless
                    trained to do so.
                  • STAFF SHALL SEEK ASSISTANCE WHEN IN DOUBT!
            e. Staff shall remove blankets and toys from the cage, including debris from
               damaged blankets and toys.
                  • Soiled blankets shall be shaken out over the waste bin to remove all loose
                    debris.
                  • Staff shall place all soiled blankets and toys in the laundry room.
                  • Staff shall keep the laundry area as tidy as possible. Laundry and debris
                    shall not be allowed to flow out into the hallway!
                  • Staff shall make sure the laundry is going at all times!
            f. Staff shall notify his or her supervisor if any collars or tags are found in the
               cage.
                  • Such collars or tags may need to stay with the cat or be returned to the
                    owner of the cat.
            g. Staff shall remove and place the disposable litter box into the waste bin.
                  • All plastic reusable litter pans shall be emptied into the waste bin and
                    thoroughly wiped clean before being placed in the sink to soak with other
                    dishes.
            h. Staff shall sweep-out (and scrape out if needed) all remaining debris, such as
               cat litter, stool, and/or food from the cage and cage walls.
                  • To assist in disease control, staff shall report any suspicious looking stool
                    found in the cage to the Kennel Population Supervisor or designee.
                  • A lack of stool or urine shall also be reported.
            i. The entire inside of the cage shall then be sprayed with disinfectant and left to
               soak.
                  • Staff shall let the cage soak for at least ten (10) minutes; this will
                    ultimately mean less scrubbing for the assigned staff member.



Chapter IV - Section 5                                                                  Page 166
                      • Staff shall move on to the next cage while the first is soaking; so as to not
                         waste time during soaking periods.
                      • After the cage has soaked, staff shall wipe out the entire cage, including
                         the cage door, removing all material and cleaning solution. Staff shall dry
                         the inside of the cage is needed with disposable paper towels.
  G.    Staff shall place clean newspaper or a thick blanket (for the Adoptable Cats) and a new
        litter box into the cage.
          i. When available, two (2) to three (3) inch bedding shall be given to the cats in the
               Adoptable Cat room.
  H.    Staff shall place clean bowls into the cage with fresh food and water.
          i. For specific guidelines regarding feeding and watering, staff shall refer to Chapter
               IV, Section 3 of this Manual.
   I.   Staff shall sweep and mop the floor of the assigned feline housing area.
   J.   When the assigned cleaning has been completed, staff shall return all cleaning equipment
        to the appropriate storage room or locker; and all waste bins shall be emptied and placed
        in the appropriate location.
  K.    Staff shall check all cages throughout the day and tend to any food/waste/water spills; and
        shall ensure water bowls always have fresh water, refilling as necessary.




Chapter IV - Section 5                                                                    Page 167
 IV.6 – CANINE IMPOUNDMENT AREA
1. The canine impoundment area (a.k.a. Outside Kennels, or OK) shall be used solely as
   temporary holding runs for new arrival dogs. These cages and runs shall not be used as long
   term housing (more than twenty-four [24] hours), unless otherwise authorized by the Executive
   Director. Each cage and run shall be thoroughly cleaned and disinfected daily and again once
   the animal has been moved into the general population or elsewhere.
    A. Staff assigned to clean the canine impoundment area shall dress in rubber boots, rubber
        gloves, and clothes suited for cleaning.
    B. Staff shall collect all necessary supplies together; including: a foamer, scrub
        brush/broom, squeegee, and waste bin.
    C. The assigned staff member shall fill his or her foamer with one of the approved
        disinfectant solutions as specified in Chapter IV, Section 4 of this Manual.
    D. There shall be NO dogs in the cage or run during cleaning.
          i. If an occupied cage needs to be cleaned, staff shall transfer the dog(s) into a clean,
             dry, temporary transfer cage or run.
         ii. Staff shall follow the guidelines for moving or handling animals as specified in
             Chapter IV, Section 1 of this Manual.
    E. Staff shall report any apparent injury or illness discovered while cleaning.
          i. The following are some common signs of illness in dogs that staff shall look for:
               a. The animal’s eyes are watery, appear swollen, or show discharge;
              b. The animal’s ears appear red or inflamed, show discharge, or have a foul odor;
               c. The animal’s nose shows discharge (mucous, blood, or pus), or is crusty,
                   congested, or blocked;
              d. The animal’s gums are swollen or inflamed, teeth are loose or brown, or mouth
                   has a foul odor;
               e. The animal is sneezing, coughing, wheezing, or has heavy or shallow
                   breathing;
               f. The animal has fleas or ticks, skin shows swelling or lesions, or has apparent
                   hair-loss;
               g. The animal is thin or obese;
              h. The animal has wounds or abscesses;
               i. The animal limps or staggers; and/or
               j. The animal is moving slowly or acting lethargic.
         ii. Staff shall also report any mismatched paperwork or any paperwork discrepancies
             discovered.
    F. Staff shall remove all blankets and toys from the run or cage, including debris from
        damaged blankets and toys.
          i. Staff shall place all such debris into the waste bin, shaking out the blanket into the
             waste bin.
         ii. Staff shall place all blankets and toys in the laundry room.




 Chapter IV - Section 6                                                                 Page 168
               a. All laundry placed into the laundry room shall be free of debris.
               b. Staff shall keep the laundry area as tidy as possible. Laundry and debris shall
                   not be allowed to flow out into the hallway!
               c. Staff shall make sure the laundry is going at all times!
        iii. Staff shall notify his or her supervisor if any collars or tags are found in the cage or
              run.
               a. Such collars or tags may need to stay with the dog or be returned to the owner
                   of the dog if reclaimed.
  G.    Soiled food and water bowls may be left in the cage temporarily for cleaning.
          i. All food left in an unoccupied cage shall be disposed of.
         ii. Food that appears to be fresh and clean, may be set aside during cleaning, and
              returned to the dog when finished.
  H.    To assist in disease control and prevention, staff shall report any suspicious looking stool
        found in the cage to the Kennel Population Supervisor or designee.
   I.   For the stainless steel box cages, staff shall scoop or wipe out all waste and debris.
          i. When cleaning the stacked box cages, staff shall transfer the occupants of both the
              upper and lower cages into separate transfer cages. Both cages shall then be cleaned
              simultaneously so that the top cage does not spread disease to the lower cage.
   J.   For the chain link canine runs, staff shall spray all loose feces and bodily fluids out
        through the back of the cage into the canal drain. Fluids should drain, but solids will
        collect on the drain cover.
          i. Staff shall thoroughly spray down the walls and fencing of each run.
  K.    Using the foamer, staff shall coat the floor, walls, fencing, cage door, and bowls with the
        disinfectant solution.
          i. Staff shall NOT spray into adjacent runs or cages if occupied.
               a. Extra steps may be taken to avoid spraying into the adjacent canine runs if the
                   upper fencing is soiled; such as transferring the adjacent dog(s) into another
                   clean, dry, temporary transfer cage of their own.
         ii. Whenever possible, cages shall be left to soak in disinfectant for at least ten (10)
              minutes. This will allow the disinfectant to do its job and allow the detergent to
              loosen any stubborn material stuck to the walls, fencing, or floor.
               a. To get the best possible soaking times, at least two (2) cages or runs shall be
                   worked on at the same time.
                      • This technique will require a separate temporary transfer cages for each set
                        of animals.
                      • There should always be at least one (1) cage soaking, while another is
                        being tended to.
  L.    Staff shall scrub any remaining bits of waste and debris from the floor, walls, fencing,
        and bowls using the scrub broom or a scrubbing pad. If the cage has been properly left to
        soak, most of the remaining debris should be easily removed with the water hose.
  M.    For the chain link canine runs, staff shall spray all remaining waste and cleaning agents
        out through the back of the cage into the canal drain.



Chapter IV - Section 6                                                                    Page 169
  N. Staff shall remove any bowls that still need time to soak and place them in the dish room.
       i. Staff shall retrieve clean bowls from storage to replace the bowls that have been
           removed.
      ii. Each unoccupied impoundment cage shall have at lease one (1) clean bowl with
           fresh water at all times.
  O. Staff shall use the foamer to coat the water hose with the disinfectant solution, and leave
     to soak for ten (10) minutes.
  P. Staff shall squeegee the cage floor, pushing or pulling all water towards a floor drain.
  Q. Staff shall clear all waste and debris that may have collected behind the stainless steel
     box cages.
       i. The waste shall be scooped and placed in the waste bin.
      ii. Staff shall never spray waste or debris out of impoundment area and onto the
           ground.
  R. The canal drain that runs along the rear of the canine runs shall be cleaned out regularly.
       i. Staff shall scoop all solid debris that has collected on the drain cover; placing the
           scooped debris into the designated waste bin.
      ii. Staff shall spray all remaining liquid debris into the canal drain.
     iii. Periodically, the drain covers shall be removed from the canal drain, and staff shall
           clean out any debris that has collected.
  S. The impoundment area walkway shall be cleaned and disinfected as it becomes soiled.
       i. Staff shall avoid getting any of the disinfectant solutions or rinse water in any
           occupied cages.
  T. Staff shall frequently check all foot-baths in the area to see if they need refreshed or
     cleaned.
  U. When the assigned cleaning has been completed, staff shall return all cleaning equipment
     to the appropriate storage room or locker; and all waste bins shall be emptied and placed
     in the appropriate location.
       i. Each staff member shall be responsible for his or her assigned foamer!!




Chapter IV - Section 6                                                                Page 170
 IV.7 - CANINE HOUSING RUNS
1. All canine runs used for housing at the Animal Service Center of the Mesilla Valley
   (hereinafter “Center”) facility shall be cleaned and disinfected daily and maintained throughout
   the day by the Kennel staff.
    A. Staff assigned to clean a canine kennel area shall dress in rubber boots, rubber gloves,
        and clothes suited for cleaning.
    B. Staff shall collect all necessary supplies together; including: a foamer, scrub
        brush/broom, squeegee, and waste bin.
    C. The assigned staff member shall fill his or her foamer with one of the approved
        disinfectant solutions as specified in Chapter IV, Section 4 of this Manual.
    D. Prior to cleaning, staff shall look over all animals housed in his or her assigned area and
        report any signs of illness or injury to the Kennel Population Supervisor or designee.
          i. The following are some common signs of illness and injury in dogs that staff shall
              look for:
               a. The animal’s eyes are watery, appear swollen, or show discharge;
               b. The animal’s ears appear red or inflamed, show discharge, or have a foul odor;
               c. The animal’s nose shows discharge (mucous, blood, or pus), or is crusty,
                    congested, or blocked;
               d. The animal’s gums are swollen or inflamed, teeth are loose or brown, or mouth
                    has a foul odor;
               e. The animal is sneezing, coughing, wheezing, or has heavy or shallow
                    breathing;
                f. The animal has fleas or ticks, skin shows swelling or lesions, or has apparent
                    hair-loss;
               g. The animal is thin or obese;
               h. The animal has wounds or abscesses;
                i. The animal limps or staggers; and/or
                j. The animal is moving slowly or acting lethargic.
         ii. Staff shall also report any mismatched paperwork or any paperwork discrepancies
              discovered.
    E. The number one (1) rule each staff member shall follow in order to properly clean and
        disinfect any animal housing area is, “Something should always be soaking.”
          i. In order to most effectively disinfect, runs must soak in the disinfectant solution for
              a minimum of ten (10) minutes.
         ii. In order to achieve these soaking times, at least two (2) runs shall be tended to
              simultaneously.
    F. The first run to be cleaned shall be selected by the assigned staff member.
          i. There shall be NO dogs in the run during cleaning.
         ii. If there is already an unoccupied run in the assigned area, this will generally be the
              starting point.




 Chapter IV - Section 7                                                                  Page 171
     iii. If all of the runs are occupied, staff shall use a clean, dry, portable, temporary,
           transfer cage in order to empty the starting run.
             a. The staff member shall transfer the dog(s) from the starting run into the
                 temporary transfer cage.
            b. Staff shall follow the guidelines for moving and handling animals as specified
                 in Chapter IV, Section 1 of this Manual.
             c. Each staff member shall disinfect his or her hands between the handling of
                 each set of dogs so that fomites (disease agents) are not spread from one dog to
                 another.
                   • Gloves shall be replaced or thoroughly disinfected between the handling of
                      each dog.
                   • Damaged gloves shall be immediately replaced.
  G. Once an empty run has been selected as the starting point, all bedding and toys shall be
     removed from the run, including debris from damaged bedding and toys.
        i. Staff shall place all such debris into the waste bin and shake out all loose debris
           from the bedding into the waste bin.
       ii. Staff shall NOT flush/spray dog food or any non-organic material such as a collar
           down the drain. Dog food may swell inside the drain and collars and other material
           may become lodged inside the drain causing a clog.
     iii. Staff shall place all soiled bedding and toys in the laundry room. Soiled bedding
           and toys may be collected in a laundry basket or bin and delivered to the laundry
           room later on in the cleaning process.
             a. Staff shall keep the laundry area as tidy as possible. Laundry and debris shall
                 not be allowed to flow out into the hallway!
            b. Staff shall make sure the laundry is going at all times!
      iv. Staff shall notify his or her supervisor if any collars or tags are found in the run.
             a. Such collars or tags may need to stay with the dog or be returned to the owner
                 of the dog if reclaimed.
  H. Staff shall pull the food and water bowls from the run.
        i. The water shall be dumped from the water bowl into the empty run, and replaced
           into the holding slot.
       ii. Any soiled or ruined food shall be dumped into the waste bin; and the bowl shall be
           replaced into the holding slot.
             a. If the food in the bowl still appears to be fresh and clean it may be set aside
                 and returned to the dog once the cleaning is finished and the dog has been
                 returned.
                   • The food shall be protected from water and cleaning solutions.
            b. If the run is unoccupied, the food shall be disposed of.
     iii. Extra bowls that have been emptied may be left directly in front of or just inside the
           run to be cleaned and disinfected.
  I. To assist in disease control and prevention, staff shall report any suspicious looking stool
     found in the run to the Kennel Population Supervisor or designee.



Chapter IV - Section 7                                                                Page 172
           i. A lack of stool in a run where a dog has been housed overnight shall also be
              considered suspicious and shall be reported.
   J.   Staff shall remove the drain cover from the rear of the run (if present).
           i. Staff shall leave the drain cover in the run where it may be disinfected along with
              the rest of the cage.
  K.    Staff shall spray all loose feces and bodily fluids down the drain using plenty of water.
           i. Staff shall thoroughly spray down the walls and fencing of each run, removing any
              loose debris.
  L.    Using the foamer, staff shall coat the floor, walls, fencing, cage door, and bowls with the
        disinfectant solution.
           i. Staff shall NOT spray into adjacent runs or cages if occupied.
               a. Extra steps may be taken to avoid spraying into the adjacent canine runs if the
                    upper fencing is soiled; such as transferring the adjacent dog(s) into another
                    clean, dry, temporary transfer cage of their own.
  M.    The run shall then be left to soak in the disinfectant solution.
  N.    While the first run is soaking, staff shall select the second run to begin cleaning.
           i. Staff shall follow Paragraphs F through M of this Section when selecting and
              cleaning the second run.
  O.    Once two runs have been left to soak, staff shall wash down the kennel walkway with
        water to remove all loose debris.
           i. Staff shall spray all debris toward the walkway drains.
          ii. Staff shall remove all waste and debris that has collected on each of the walkway
              drain covers. Staff shall avoid spraying debris into any of the runs.
        iii. Using the foamer, staff shall then coat the walkway with the disinfectant solution.
         iv. Staff shall leave the walkway to soak while the remaining runs are cleaned. This
              will also help to keep the assigned staff member’s boots and water hose disinfected
              as he or she moves from run to run.
          v. Staff shall check all foot-baths in the area to see if any need refreshed or cleaned.
  P.    Once a run has soaked, staff shall scrub any remaining bits of feces/waste from the floor,
        walls, fencing, and bowls using the scrub broom or a scrubbing pad.
  Q.    Staff shall spray all remaining waste and cleaning agents down the drain.
  R.    Staff shall squeegee the floor of the run, pushing all water into the drain.
  S.    Staff shall then move on to the next run to be cleaned.
           i. The occupants of the next run shall be transferred into the newly cleaned run.
          ii. Again, staff shall follow Paragraphs F through M of this Section when cleaning the
              next run and all remaining runs.
  T.    Staff shall then move back and forth between the two (2) sides of the kennel, always
        leaving one run to soak while tending to another.
  U.    Once the final run has been cleaned, staff shall diligently remove all waste and cleaning
        agents from the food and water bowls of that run.
           i. Extra bowls shall be delivered to the dish room for further disinfection and storage.



Chapter IV - Section 7                                                                  Page 173
 V. After clearing out any remaining debris from the run and bowls, staff shall spray the hose
    nozzle directly into the drain opening at a high stream for five (5) to ten (10) seconds.
    This will ensure that all debris has passed and will not likely cause a clog.
      i. Staff shall then return the drain cover into the drain (if present).
 W. Staff shall squeegee the floor of the run, pushing all water into the drain.
 X. Staff shall refill the water bowl with fresh drinking water.
      i. If the food bowl was saved with leftover clean food, staff shall replace it into the
          holding slot.
     ii. If there is no holding slot for the food bowl or if there are extra bowls of food, the
          bowls shall be set inside the run on the floor.
 Y. Staff shall replace all bedding, if required for that particular animal.
      i. Bedding shall be placed in the front of the run near the entrance to encourage the
          dog(s) to defecate in the rear of the run near the drain and away from the food,
          water, and bedding.
 Z. Once the run is prepped and ready, the dog or dogs that were originally housed in that run
    shall be returned.
      i. The staff member shall begin working his or her way back through the runs on each
          side of the kennel; returning each dog to his or her original location.
     ii. Staff shall follow Paragraphs U through Y of this Section when returning each dog.
    iii. Any run that has become soiled during the temporary transfer shall be re-cleaned
          and disinfected prior to the original dog(s) being returned.
AA. Once each animal has been returned to his or her run, staff shall wash down the kennel
    walkway once again with water to remove the disinfectant solution and any remaining
    debris.
      i. Staff shall spray all debris and disinfectant solution toward the walkway drains.
     ii. Staff shall remove all waste and debris that has collected on each of the walkway
          drain covers.
    iii. Staff shall use the squeegee to thoroughly remove all puddled water from the
          walkways.
BB. When the assigned cleaning has been completed, staff shall return all cleaning equipment
    to the appropriate storage room or locker; and all waste bins shall be emptied and placed
    in the appropriate location.
      i. Each staff member shall be responsible for his or her assigned foamer!!




Chapter IV - Section 7                                                              Page 174
 IV.8 - PORTABLE CANINE HOUSING
1. The portable canine housing cages commonly known as “side cages” at the Animal Service
   Center of the Mesilla Valley (hereinafter “Center”) shall be cleaned and disinfected daily and
   maintained throughout the day by the Kennel staff. This type of housing includes portable
   wire cages, mobile banks of cages, and plastic crates.
   A. Staff assigned to clean portable housing cages shall dress in rubber boots, rubber gloves,
        and clothes suited for cleaning.
   B. Staff shall collect all necessary supplies together; including: a foamer and/or pump
        sprayer, wash bucket (if no sink is available), mop and mop bucket, scrub brush/broom,
        squeegee, and waste bin.
   C. The assigned staff member shall fill his or her foamer and/or pump sprayer with one of
        the approved disinfectant solutions as specified in Chapter IV, Section 4 of this Manual.
   D. Prior to cleaning, staff shall look over all animals housed in his or her assigned area and
        report any signs of illness or injury to the Kennel Population Supervisor or designee.
          i. The following are some common signs of illness and injury in dogs that staff shall
              look for:
               a. The animal’s eyes are watery, appear swollen, or show discharge;
               b. The animal’s ears appear red or inflamed, show discharge, or have a foul odor;
               c. The animal’s nose shows discharge (mucous, blood, or pus), or is crusty,
                   congested, or blocked;
               d. The animal’s gums are swollen or inflamed, teeth are loose or brown, or mouth
                   has a foul odor;
               e. The animal is sneezing, coughing, wheezing, or has heavy or shallow
                   breathing;
                f. The animal has fleas or ticks, skin shows swelling or lesions, or has apparent
                   hair-loss;
               g. The animal is thin or obese;
               h. The animal has wounds or abscesses;
                i. The animal limps or staggers; and/or
                j. The animal is moving slowly or acting lethargic.
         ii. Staff shall also report any mismatched paperwork or any paperwork discrepancies
              discovered.
   E. The number one (1) rule each staff member shall follow in order to properly clean and
        disinfect any animal housing area is, “Something should always be soaking.”
          i. In order to most effectively disinfect, cages must soak in the disinfectant solution for
              a minimum of ten (10) minutes.
          i. In order to achieve these soaking times, at least two (2) cages shall be tended to
              simultaneously.
   B. The first cage to be cleaned shall be selected by the assigned staff member.
          i. There shall be NO dogs in the run during cleaning.




 Chapter IV - Section 8                                                                   Page 175
         ii. If the cage is occupied, staff shall transfer the dog in to a clean, dry, portable,
             temporary, transfer cage.
              a. Staff shall follow the guidelines for moving and handling animals as specified
                   in Chapter IV, Section 1 of this Manual.
              b. Each staff member shall disinfect his or her hands between the handling of
                   each set of dogs so that fomites (disease agents) are not spread from one dog to
                   another.
                     • Gloves shall be replaced or thoroughly disinfected between the handling of
                        each dog.
                     • Damaged gloves shall be immediately replaced.
  C.   Staff shall remove all bedding and toys from the cage, including debris from damaged
       bedding and toys.
          i. Staff shall place all such debris into the waste bin and shake out all loose debris
             from the bedding into the waste bin.
         ii. Staff shall place all soiled bedding and toys in the laundry room. Soiled bedding
             and toys may be collected in a laundry basket or bin and delivered to the laundry
             room later on in the cleaning process.
              a. Staff shall keep the laundry area as tidy as possible. Laundry and debris shall
                   not be allowed to flow out into the hallway!
              b. Staff shall make sure the laundry is going at all times!
       iii. Staff shall notify his or her supervisor if any collars or tags are found in the run.
              a. Such collars or tags may need to stay with the dog or be returned to the owner
                   of the dog if reclaimed.
  D.   Staff shall pull the food and water bowls from the cage.
          i. Staff shall dump the water in a sink or floor drain.
         ii. Staff shall dump any soiled or ruined food into the waste bin.
       iii. Remove and throw away any food debris from the cage.
              a. If the food in the bowl still appears to be fresh and clean it may be set aside
                   and returned to the dog once the cleaning is finished and the dog has been
                   returned.
        iv. If the in the bowl still appears to be fresh and clean it may be returned to the dog
             after cleaning.
         v. Deliver the soiled bowls to the dish room to be disinfected.
  E.   To assist in disease control and prevention, staff shall report any suspicious looking stool
       found in the cage to the Kennel Population Supervisor or designee.
          i. A lack of stool in a cage where a dog has been housed overnight shall also be
             considered suspicious and shall be reported.
  F.   Spot-Cleaning. If the cage appears fairly clean and the mess in the cage has been
       restricted to the blanket, which has at this point been removed, staff shall use the
       following spot-cleaning procedures.
          i. Staff shall use a washcloth with disinfectant solution to wipe off any soiled areas of
             the cage, including the walls.



Chapter IV - Section 8                                                                  Page 176
              a. The washcloth shall be rinsed thoroughly between each use, and allowed to
                   soak in the disinfectant solution between each use.
              b. A new clean washcloth may be used on each cage.
  G.   Deep-Cleaning. If the cage appears to be heavily soiled, staff shall remove all loose
       waste and debris from the cage; including on the floor around and beneath the cage.
         i. Pump Sprayer. When using a pump sprayer, staff shall coat the entire cage with
             disinfectant solution.
              a. Staff shall NOT spray into adjacent pens if occupied.
              b. The run shall then be left to soak in the disinfectant solution.
              c. While one (1) cage is soaking, staff shall select a second cage to begin
                   cleaning.
                     • Staff shall follow Paragraphs B through E and Paragraph G of this
                       Section when cleaning the second cage.
              d. Once the second cage has been left to soak, staff shall return to the first and
                   wipe down the wire-fencing, walls, and floor pan with a damp washcloth.
                     • The washcloth shall be rinsed thoroughly between each use, and allowed
                       to soak in the disinfectant solution between each use.
                     • A new clean washcloth may be used on each cage.
        ii. Foamer. When using a foamer, staff shall move the cage to an area with a floor
             drain, such the inside of an empty kennel run or to the vehicle drain area.
              a. Staff shall spray all loose waste and debris off of the cage and into the drain
                   using plenty of water.
              b. Using the foamer, staff shall then coat the entire cage with the disinfectant
                   solution.
              c. While one (1) cage is soaking, staff shall select a second cage to begin
                   cleaning.
                     • Staff shall follow Paragraphs B through E and Paragraph G of this
                       Section when cleaning the second cage.
              d. Once the second cage has been left to soak, staff shall return to the first and
                   spray all remaining debris and disinfectant solution off of the cage.
                     • Staff may need to use a scrub brush/broom to remove any stubborn
                       material left on the cage.
  H.   All puddled water shall be removed from the cage using a clean towel.
  I.   Staff shall use a mop to clean around and beneath the cage.
  J.   Staff shall place clean, dry bedding into the bottom of the cage.
  K.   Place a bowl of water into the cage, along with a bowl of food, depending on the
       particular dog’s feeding schedule.
         i. For specific guidelines regarding feeding, staff shall refer to Chapter IV, Section 3
             of this Manual.
  L.   Staff shall return the dog(s) to the cage.
  M.   The transfer cage used shall be cleaned and disinfected between each use.



Chapter IV - Section 8                                                                 Page 177
  N. Staff shall then move on to the next cage and repeat the cleaning process; going back and
     forth between cages, always leaving one (1) cage to soak while tending to another.
  O. Once all of the cages in the area have been cleaned and each of the dogs has been
     returned to his or her cage, staff shall mop the floor once again.
  P. Staff shall check all foot-baths in the area to see if any need refreshed, cleaned, or if the
     towel needs replaced.
  Q. Staff shall return all cleaning equipment to the appropriate storage room or locker; and all
     waste bins shall be emptied and placed in the appropriate location.




Chapter IV - Section 8                                                                 Page 178
 IV.9 - ADOPTABLE PUPPY AND SMALL BREED HOUSING
1. The canine housing pens commonly known as the “Puppy Room” at the Animal Service
   Center of the Mesilla Valley (hereinafter “Center”) shall be cleaned and disinfected daily and
   maintained throughout the day by the Kennel staff.
   A. Staff assigned to clean the Puppy Room shall dress in rubber boots, rubber gloves, and
        clothes suited for cleaning.
   B. Staff shall collect all necessary supplies together; including: a foamer, pump sprayer,
        scrub brush/broom, mop and mop bucket, squeegee, waste bin, shredded paper, and paper
        sheets for lining the floor of each pen.
   C. The assigned staff member shall fill his or her foamer, pump sprayer, sink, and mop
        bucket with one of the approved disinfectant solutions as specified in Chapter IV,
        Section 4 of this Manual.
   D. Prior to cleaning, staff shall look over all animals housed in his or her assigned area and
        report any signs of illness or injury to the Kennel Population Supervisor or designee.
          i. The following are some common signs of illness and injury in dogs that staff shall
              look for:
               a. The animal’s eyes are watery, appear swollen, or show discharge;
               b. The animal’s ears appear red or inflamed, show discharge, or have a foul odor;
               c. The animal’s nose shows discharge (mucous, blood, or pus), or is crusty,
                    congested, or blocked;
               d. The animal’s gums are swollen or inflamed, teeth are loose or brown, or mouth
                    has a foul odor;
               e. The animal is sneezing, coughing, wheezing, or has heavy or shallow
                    breathing;
                f. The animal has fleas or ticks, skin shows swelling or lesions, or has apparent
                    hair-loss;
               g. The animal is thin or obese;
               h. The animal has wounds or abscesses;
                i. The animal limps or staggers; and/or
                j. The animal is moving slowly or acting lethargic.
         ii. Staff shall also report any mismatched paperwork or any paperwork discrepancies
              discovered.
   E. The number one (1) rule each staff member shall follow in order to properly clean and
        disinfect any animal housing area is, “Something should always be soaking.”
          i. In order to most effectively disinfect, each pen must soak in the disinfectant solution
              for a minimum of ten (10) minutes.
         ii. In order to achieve these soaking times, at least two (2) pens shall be tended to
              simultaneously.
    F. Staff shall sweep the Puppy Room floor, removing all loose debris.
   G. Staff shall spray down the Puppy Patio floor with the water hose, removing all loose
        debris.



 Chapter IV - Section 9                                                                  Page 179
       i. Using the foamer, staff shall then coat the Puppy Patio floor and the Puppy Room
           floor with the disinfectant solution.
      ii. Staff shall check all foot-baths in the area to see if any need refreshed or cleaned.
  H. Staff shall then begin cleaning the first puppy pen.
       i. Transfer all dogs and puppies from the pen into a clean, dry, portable, temporary,
           transfer cage.
             a. Staff shall NOT transfer any dog into a soiled transfer cage.
            b. The Puppy Patio may be used as a temporary holding cage, but must also be
                 kept clean, disinfected, and “squeegeed” between each set of animals.
             c. Staff shall follow the guidelines for moving and handling animals as specified
                 in Chapter IV, Section 1 of this Manual.
            d. Each staff member shall disinfect his or her hands between the handling of
                 each set of dogs so that fomites (disease agents) are not spread from one dog to
                 another.
                   • Gloves shall be replaced or thoroughly disinfected between the handling of
                      each dog.
                   • Damaged gloves shall be immediately replaced.
  I. Staff shall remove all bedding, toys, and other non-waste items from the pen.
       i. Staff shall place all soiled bedding and toys in the laundry room. Soiled bedding
           and toys may be collected in a laundry basket or bin and delivered to the laundry
           room later on in the cleaning process.
             a. Staff shall keep the laundry area as tidy as possible. Laundry and debris shall
                 not be allowed to flow out into the hallway!
            b. Staff shall make sure the laundry is going at all times!
  J. Staff shall pull the food and water bowls from the pen.
       i. The water shall be dumped from the water bowl(s) into drain in the Puppy Room
           floor.
      ii. Any soiled or ruined food shall be dumped into the waste bin.
     iii. Staff shall place the empty bowls in the sink full of disinfectant solution to soak.
             a. Each bowl shall be left to soak for at least ten (10) minutes.
            b. The bowls should be washed before the assigned feline housing area is cleaned,
                 so that each has enough time to air-dry.
             c. After the bowls have soaked, staff shall scrub off any stuck-on material.
            d. The bowls shall be rinsed in clean water (no disinfectant or soap) and stacked
                 in a clean area to air-dry.
                   • Staff shall NOT towel dry dishes.
     iv. If the food in the bowl(s) still appears to be fresh and clean it may be set aside and
           returned to the dog once the pen is cleaned and the dog has been returned.
             a. The food shall be protected from water and cleaning solutions.
            b. If the pen is unoccupied, the food shall be disposed of.




Chapter IV - Section 9                                                                Page 180
 K. To assist in disease control and prevention, staff shall report any suspicious looking stool
    found in the pen to the Kennel Population Supervisor or designee.
      i. A lack of stool in a pen where a dog has been housed overnight shall also be
          considered suspicious and shall be reported.
 L. Staff shall remove all remaining shred and other waste from the pen.
      i. Use the lining paper at the bottom of the pen, staff shall roll the waste together and
          place into a large trash bag.
     ii. Staff shall sweep up all remaining loose debris and place into the large trash bag.
 M. Staff shall use the hand-pump sprayer with disinfectant solution to coat the walls and
    floor of the puppy pen.
      i. Staff shall NOT spray into adjacent pens if occupied.
     ii. The run shall then be left to soak in the disinfectant solution.
 N. While one (1) pen is soaking, staff shall select a second pen to begin cleaning.
      i. Staff shall follow Paragraphs H through M of this Section when cleaning the
          second run.
 O. Once the second pen has been left to soak, staff shall return to the first and wipe down the
    walls and floor with a damp wash cloth.
      i. The washcloth shall be rinsed thoroughly between each use, and allowed to soak in
          the disinfectant solution between each use.
     ii. A new clean washcloth may be used on each pen.
 P. All puddled water and disinfectant solution in the bottom of the pen shall be removed.
      i. Staff may use a clean towel or mop to achieve this.
 Q. Staff shall replace the lining paper and shred in the floor of the pen.
      i. The shred shall cover the floor of the pen, but shall not be too deep for a small dog
          or puppy to walk/move around in.
 R. Staff shall return the dog(s) to the clean pen.
      i. Staff shall place each dog GENTLY into the pen.
 S. Again, the transfer cage or Puppy Patio shall be cleaned and disinfected between each
    use.
 T. Staff shall then move on to the next pen and repeat the cleaning process; going back and
    forth between pens, always leaving one (1) pen to soak while tending to another.
 U. Once all of the pens have been cleaned and each of the dogs has been returned to his or
    her pen, staff shall provide clean food and water bowls to each pen.
 V. Staff shall wash down the kennel Puppy Patio and Puppy Room floor once again with
    water to remove the disinfectant solution and any remaining debris.
      i. Staff shall spray all debris and disinfectant solution toward the floor drains.
     ii. Staff shall remove all waste and debris that has collected on each of the floor drain
          covers.
    iii. Staff shall use the squeegee to thoroughly remove all puddled water from the floor.
 W. Staff shall empty and rinse the sink.
 X. Place the large towel used for drying dishes into the laundry room.



Chapter IV - Section 9                                                               Page 181
  Y. Staff shall conduct one last walk-thru to check on each dog and pen.
  Z. Staff shall return all cleaning equipment to the appropriate storage room or locker; and all
     waste bins shall be emptied and placed in the appropriate location.
      i. Each staff member shall be responsible for his or her assigned foamer!!




Chapter IV - Section 9                                                                Page 182
 IV.10 - OTHER SMALL PET HOUSING
1. The Animal Service Center of the Mesilla Valley (hereinafter “Center”) houses a variety of
   small domestic pets and exotic pets on occasion; such as rabbits, rodents, ferrets, small birds,
   and some amphibians and reptiles. The housing areas for these types of animals are to be
   cleaned daily by the Kennel staff or as often as recommended by the Veterinarian on staff.
    A. The staff member assigned to clean any of the cages shall dress in rubber gloves and
        clothes suited for cleaning.
    B. Staff shall collect all necessary supplies together; which may include: a scrub
        brush/broom, scrubbing pad, mop and mop bucket, wash bucket, disinfectant spray
        bottles and squirt bottles, pump sprayer, and a waste bin.
    C. The assigned staff member shall fill his or her disinfectant containers with one of the
        approved disinfectant solutions as specified in Chapter IV, Section 4 of this Manual.
    D. Prior to cleaning, staff shall look over all animals housed in his or her assigned area and
        report any signs of illness or injury to the Kennel Population Supervisor or designee.
          i. The following are some common signs of illness and injury in dogs that staff shall
              look for:
               a. The animal’s eyes are watery, appear swollen, or show discharge;
               b. The animal’s ears appear red or inflamed, show discharge, or have a foul odor;
               c. The animal’s nose shows discharge (mucous, blood, or pus), or is crusty,
                   congested, or blocked;
               d. The animal’s gums are swollen or inflamed, teeth are loose or brown, or mouth
                   has a foul odor;
               e. The animal is sneezing, coughing, wheezing, or has heavy or shallow
                   breathing;
                f. The animal has fleas or ticks, skin shows swelling or lesions, or has apparent
                   hair-loss;
               g. The animal is thin or obese;
               h. The animal has wounds or abscesses;
                i. The animal limps or staggers; and/or
                j. The animal is moving slowly or acting lethargic.
         ii. Staff shall also report any mismatched paperwork or any paperwork discrepancies
              discovered.
    E. Staff shall remove all water bowls and soiled food bowls from each of the cages being
        cleaned.
          i. Staff shall dump the water down the drain.
               a. If the sink is the only drain, staff may need to empty the water bowls before the
                   sink is plugged and filled with disinfectant solution.
         ii. Staff shall dump any soiled or ruined food in the waste bin.
               a. If the food still appears to be fresh and clean it may be left for the animal, but
                   should be protected from cleaning solutions during the cleaning.
        iii. Staff shall place the empty bowls in the sink full of disinfectant solution to soak.



 Chapter IV - Section 10                                                                 Page 183
                a. Each bowl shall be left to soak for at least ten (10) minutes.
                b. The bowls should be washed before the assigned housing area is cleaned, so
                     that each has enough time to air-dry.
                 c. After the bowls have soaked, staff shall scrub off any stuck-on material.
                d. The bowls shall be rinsed in clean water (no disinfectant or soap) and stacked
                     in a clean area to air-dry.
                       • Staff shall NOT towel dry dishes.
2. Depending on the type of animal, the animal may need to be moved to a separate transfer cage
   during cleaning. Some animals, such as small birds, may be left in the cage while the cage
   lining and any additional mess is removed.
    A. Spot-Cleaning. If, for the most part, the mess in the cage has been fairly minimal and
         the majority of the cage generally appears to be clean, staff shall use the following spot-
         cleaning procedures.
            i. Staff shall remove the soiled lining or bedding from the cage, taking care not to spill
               any debris.
           ii. Using a paper towel, staff shall wipe out any loose debris left in the bottom of the
               cage or stuck to the walls of the cage.
         iii. Once the loose debris is removed, staff shall use the squirt bottle with either
               disinfectant to wet the soiled areas, taking care to protect the animal from the
               cleaning solutions.
          iv. Once those areas have soaked for a moment, staff shall use a clean paper towel to
               wipe out the cage, removing all remaining debris and cleaning solution.
    B. Deep-Cleaning. When a cage has been severely soiled or has been vacated, the cage
         shall be completely emptied and disinfected.
            i. If the cage is still occupied, staff shall transfer the animal into a clean, dry,
               temporary transfer cage before cleaning.
                a. Staff shall NOT transfer any animal into a soiled transfer cage.
                b. The transfer cage shall be cleaned and thoroughly disinfected prior to use and
                     after each subsequent use to prevent the spread of disease.
           ii. Staff shall follow the guidelines for moving and handling animals as specified in
               Chapter IV, Section 1 of this Manual.
            i. Each staff member shall disinfect his or her hands between the handling of each
               animal so that fomites (disease agents) are not spread from one animal to another.
                a. Gloves shall be replaced or thoroughly disinfected between the handling of
                     each animal.
                a. Damaged gloves shall be immediately replaced.
         iii. Staff shall remove the soiled lining or bedding from the cage, taking care not to spill
               any debris.
          iv. Using a paper towel, staff shall wipe out any loose debris left in the bottom of the
               cage or stuck to the walls of the cage.
           v. The entire inside of the cage shall then be sprayed with disinfectant and left to soak.




 Chapter IV - Section 10                                                                   Page 184
              a. Staff shall allow the cage soak for ten (10) minutes in order to properly
                  disinfect.
        vi. Once the cage has soaked, staff shall wipe out the entire cage, including the cage
             door, removing all remaining debris and disinfectant solution.
              a. Depending on the size, type, and mobility of the cage, the cage may be taken to
                  a designated location and hosed down.
  C.   Staff shall place clean newspaper or bedding into the cage.
  D.   Staff shall place clean bowls into the cage with fresh food and water.
         i. For specific guidelines regarding feeding and watering, staff shall refer to Chapter
             IV, Section 3 of this Manual.
  E.   Staff shall sweep and mop the floor of the assigned housing area.
  F.   When the assigned cleaning has been completed, staff shall return all cleaning equipment
       to the appropriate storage room or locker; and all waste bins shall be emptied and placed
       in the appropriate location.
  G.   Staff shall check all cages throughout the day and tend to any food/waste/water spills; and
       shall ensure water bowls always have fresh water, refilling as necessary.




Chapter IV - Section 10                                                                Page 185
 IV.11 - LIVESTOCK HOUSING
1. The Animal Service Center of the Mesilla Valley (hereinafter “Center”) receives and houses a
   variety of livestock species, including horses, goats, pigs, peafowl, geese, ducks, chickens, and
   others. The livestock housing areas shall be cleaned daily and maintained throughout the day
   by the Kennel staff.
   A. Staff assigned to clean the livestock housing areas shall dress in rubber boots and clothes
        suited for cleaning.
    B. Staff shall collect all necessary supplies together, which shall include: a foamer, rake,
        shovel, scrub brush/broom, and waste bin.
   C. Staff shall notify the Kennel Population Supervisor or designee of any apparent insect
        infestations, so that the area may be treated and the animals may be relocated if
        necessary.
   D. Prior to cleaning, staff shall look over all animals housed in his or her assigned area and
        report any signs of illness or injury to the Kennel Population Supervisor or designee.
          i. The following are some common signs of illness and injury in dogs that staff shall
              look for:
                a. The animal’s eyes are watery, appear swollen, or show discharge;
                b. The animal’s ears appear red or inflamed, show discharge, or have a foul odor;
                c. The animal’s nose shows discharge (mucous, blood, or pus), or is crusty,
                    congested, or blocked;
                d. The animal’s gums are swollen or inflamed, teeth are loose or brown, or mouth
                    has a foul odor;
                e. The animal is sneezing, coughing, wheezing, or has heavy or shallow
                    breathing;
                f. The animal has fleas or ticks, skin shows swelling or lesions, or has apparent
                    hair-loss;
                g. The animal is thin or obese;
                h. The animal has wounds or abscesses;
                i. The animal limps or staggers; and/or
                j. The animal is moving slowly or acting lethargic.
    E. Staff shall rake and shovel out debris from each pen daily or as needed.
          i. Staff shall place all such debris into the waste bin or add it to the designated
              compost pile.
         ii. Smaller species of livestock in low densities may only need raked out once a week.
    F. Animals in wire cages or other portable housing shall be transferred into a temporary
        transfer cage before cleaning begins.
          i. Staff shall remove the empty cage from the immediate housing area, and spray all
              debris from the cage.
                a. Staff shall use the foamer to soak the cage and food/water bowls if needed to
                    remove stubborn material.




 Chapter IV - Section 11                                                                 Page 186
         ii. Once the cage is clean, staff shall return it to its designated location and set up food
              and water and any necessary bedding, depending on the species and individual
              animal.
  G.    Large wading tubs or pools shall be provided, in addition to drinking water bowls, for
        animals such as waterfowl and pigs.
  H.    A section of mud may be created within a housing pen for animals such as pigs.
          i. In such a case, staff shall leave the animal plenty of dry housing, as well.
   I.   Staff shall provide each animal with adequate, wholesome food as required by the
        particular species and individual animal.
          i. The Kennel Population Supervisor or designee may be consulted regarding the
              appropriate diet for any particular animal or species.
   J.   When the assigned cleaning has been completed, staff shall return all cleaning equipment
        to the appropriate storage room or locker; and all waste bins shall be emptied and placed
        in the appropriate location.
          i. Each staff member shall be responsible for his or her assigned foamer!!




Chapter IV - Section 11                                                                   Page 187
 IV.12 - TRANSPORTATION OF ANIMALS
1. General. Animals under the custody of the Animal Service Center of the Mesilla Valley
   (hereinafter “Center”) may occasionally require transportation by Center staff to and from
   offsite events, the facilities of Rescue Partners, outside veterinary clinics, and/or other events
   or locations approved by the Executive Director or designee.
    A. During transportation, Center animals shall be crated or restrained upon a non-slick
         surface and in a manner that prevents the animal from escaping from the vehicle.
    B. Water shall be provide to each animal as needed, however, constant access to water by
         each animal shall not be required during travel.
    C. For guidelines regarding the use of Center vehicles, staff shall refer to Chapter II,
         Section 6 of this Manual.
2. Post-Transportation Disinfection. All areas within a Center vehicle used to transport an
   animal shall be cleaned and disinfected between each use.




 Chapter IV - Section 12                                                                    Page 188
 IV.13 - PUBLIC ASSISTANCE
1. General. Staff members of the Animal Service Center of the Mesilla Valley (hereinafter
   “Center”) come in contact with thousands of people each month at the Center facility and
   offsite event locations. The goal of staff shall be to offer and communicate information about
   Center operations and programs to members of the community so that they can carry a positive
   message with them about our functions and services. The Center’s good reputation helps
   ensure that many animals find good, permanent homes.
    A. Staff objectives shall include the following:
            i. To answer questions in a helpful, positive manner;
           ii. To answer questions in an accurate manner; and
          iii. To assist the public in understanding the role the Center plays in the community.
    B. Staff members are asked many questions while assisting patrons. How staff members
         answer those questions makes a big difference in how the public understands the mission
         of the Center. Information should be shared during every encounter. Patrons should be
         encouraged to ask anything.
            i. Information shall always be offered in a positive manner.
           ii. Patrons shall be encouraged to take resource information home, such as educational
               pamphlets.
          iii. Patrons shall be treated with respect and without condescension.
    C. Staff shall remember, patrons may know very little about the organization and the way
         things operate at the Center. In making a patron feel welcome and comfortable, he or she
         is likely to feel good about his or her visit and will return or share their experience with
         others.
    D. Body language is very important. In many ways a staff member communicates more
         when he or she does not speak than when he or she does.
            i. Staff shall smile and greet each patron in a friendly manner.
           ii. Staff shall offer to show patrons adoptable animals and answer questions.
          iii. Staff shall not offer information that may not be factual. Unless authorized and
               trained to do so, staff shall not offer animal healthcare advice, animal training
               advice, personal ideas about pet care, or information about particular animals that
               may not be accurate.
                 a. An example would be “all calico cats are good mousers” or “this is the perfect
                     dog for you.”
          iv. It is critical that information given to the public is accurate.
2. Missing-Pet Tours. When a pet owner is missing his or her pet, he or she will come to see if
   the pet is being sheltered at the Center facility. It shall be the job of the Kennel staff to escort
   the patron through the facility and allow him or her to identify his or her pet if housed at the
   facility.
    A. Staff shall politely welcome the patron.
    B. Staff shall make sure the patron completes a Missing-Pet Report form and signs-in at the
         Receiving Office.




 Chapter IV - Section 13                                                                    Page 189
  C. The staff member shall explain that he or she will be escorting the patron through the
     facility, and ask that the patron stay with the staff member at all times.
        i. When escorting a group, staff shall ask that each person stay with the staff member
           at all times.
  D. Staff shall NOT allow any unauthorized person to be left unescorted in any unauthorized
     areas of the facility.
  E. Staff shall inform the patron that some of the animals may be frightened and/or
     unfriendly, and ask that the patron not attempt to touch, handle, or play with any of the
     animals.
        i. If the patron is accompanied by children, staff shall stress to the patron that the
           children must keep their hands away from and out of the cages.
  F. Staff shall inform the patron that sanitation and disease control is a high priority at the
     Center facility, and ask that the patron assist by using the foot-baths located in each
     animal housing area.
  G. Staff shall inform the patron of the Center’s policy regarding Reclamation Periods as
     defined in ASCMV V.4-3.
  H. If the patron inquires about an animal’s availability for adoption, staff shall inform him or
     her that the animal may not be Center property.
        i. Staff shall inform the patron that the animal’s paperwork can be checked for
           availability in the Receiving Office.
  I. If the patron locates his or her pet in the Center facility, staff shall NOT allow the patron
     to open the cage door or to take the animal.
        i. Staff shall secure the animal’s Kennel Card or other paperwork from the cage.
       ii. Staff shall inform the patron that the paperwork for the reclaim will have to be
           processed in the Receiving Office before the animal can go home.
     iii. Staff shall then escort the patron back to the Receiving Office.
            a. Staff shall NOT allow any member of the tour group to stay with the animal
                  unescorted.
      iv. Staff shall deliver the Kennel Card or other paperwork to a member of the Receiving
           Office staff and inform him or her that the patron has located his or her pet.
       v. Staff shall inform the patron that the Receiving Office staff will assist with the
           necessary paperwork and processing.
  J. If the patron does not locate his or her pet, staff shall escort the patron back to the
     Receiving Office.
        i. Staff shall recommend to the patron that he or she check back regularly, at least
           every-other-day.
       ii. Staff shall explain and show to the patron the Found-Pet Reports and DOA Reports.
            a. The Found-Pet Reports are a list of animals that have been found by other
                  members of the public and are being held at their homes.
                    • If the patron locates a possible match for his or her pet in the Found-Pet
                      Reports, staff shall inform him or her that the Receiving Office staff can
                      assist in contacting the finder.



Chapter IV - Section 13                                                                Page 190
               b. The DOA Repots are a list of animals that have been found deceased by an
                    animal control agency.
                      • If the patron locates a possible match for his or her pet in the DOA
                         Reports, staff shall inform him or her that the information for the DOA
                         animals is limited to what’s on the worksheet provided to us by the animal
                         control agency.
                      • Staff shall also inform the patron that the Center facility is not always
                         equipped to store animal remains found by an animal control agency; but
                         the storage may be checked for potential matches.
3. Retrieving a Reclaimed Animal. Once a patron has completed the paperwork necessary to
   reclaim his or her animal from the Center, the Receiving Office staff shall page for a member
   of the Kennel staff to retrieve the animal.
    A. The Receiving Office staff shall provide the Kennel staff member with a description of
         the animal and the holding location of the animal.
           i. If such information is not provided over the intercom, a member of the Kennel staff
              shall go to the Receiving Office and request the information.
    B. A member of the Kennel staff shall go to the animal’s holding location.
    C. Staff shall identify the animal based on the description provided.
           i. If there are multiple animals at the holding location with similar descriptions, staff
              shall check for the matching temporary collar.
          ii. Staff may need to return to the Receiving Office and ask for the Impoundment
              Worksheet number to be matched up with the collar; or ask for more distinguishing
              characteristics of the animal.
    D. Staff shall retrieve the animal from the cage, run, or pen employing the animal handling
         procedures as specified in Chapter IV, Section 1 of this Manual.
    E. Staff shall take the animal to the Receiving Office and deliver the animal to his or her
         owner.
    F. The Kennel staff member shall ask the Receiving Office staff if there is anything else
         needed.
           i. The animal may need to be implanted with a Pet Identification Microchip before
              going home.
               a. For microchip implantation guidelines, staff shall refer to Chapter VI, Section
                    6 of this Manual.
    G. Once the animal has been returned to his or her owner, staff shall return to the cage, run,
         or pen in which the animal was removed from.
           i. If the cage is now empty, it will need to be fully cleaned and disinfected.
               a. Staff shall refer to the multiple housing maintenance procedures located in
                    Chapter IV of this Manual, depending on the type of holding area.
4. Assisting Potential Adopters. Kennel staff should have enthusiasm for this assignment. This
   assignment involves helping pets find homes!




 Chapter IV - Section 13                                                                 Page 191
  A. At least one (1) trained member of the Kennel staff shall be assigned during all public
     hours to attend to each of the adoptable areas, such as the Adoptable Cat Room, the
     Adoptable Dog Kennel, and the Adoptable Puppy and Small Breed Dog Room.
       i. Staff shall remain vigilant in regards to disease control.
      ii. Patrons shall be greeted and welcomed as they enter the area.
           a. Staff shall offer assistance but allow the patron to browse if he or she chooses.
                Many patrons prefer to talk amongst themselves and ask few questions; while
                others will want to engage with staff a great deal. Staff should learn to
                anticipate the type of patron being dealt with.
           b. Staff shall inform each patron of the importance of safety and disease control
                in a shelter environment. Staff shall ask that the patron not place his or her
                fingers in any of the cages; especially children.
           c. Staff shall let the patron know that if he or she is interested in an animal, staff
                is available to assist him or her.
     iii. Staff shall always provide accurate and honest answers.
           a. Staff shall be helpful but not pushy. Staff shall avoid acting like a “car
                salesman.”
           b. Staff shall be prepared to answer questions about each individual animal;
                including age, personality, temperament, etc. If the assigned staff member is
                unsure about a particular animal, he or she shall pull the cage card and locate
                the information if available.
           c. Staff shall be prepared to answer questions about the Center operations and the
                typical routes an animal might take to end up in our Adoptable areas.
           d. Staff shall be prepared to answer questions related to the adoption process;
                including fees, the services those fees cover, the general process for scheduling
                sterilization, etc.
     iv. The Center’s goal is not to get the animal out the door as soon as possible with just
          anybody. The Center’s goal is to match the right pet with the right owner/parent,
          and owners should be aware of the responsibilities involved in pet ownership.
           a. Staff shall not avoid the subject of shelter diseases and the potential for
                transmission.
           b. The staff member’s goal is not to scare the patron away with horror stories;
                however, the patron should be made fully aware of the risks.
  B. Adoptable Cat Room.
       i. Staff shall inform the patron of how common upper respiratory infections (URI) are
          for cats living in a shelter environment.
           a. Staff shall let the patron know that many cats already have the virus that causes
                URI, and that high stress environments or incidents are likely to bring about
                the symptoms of the infection.
           b. If the patron has disease related questions that staff does not know the answer
                to, the staff member shall seek the expertise of the Center’s Medical staff. If a
                member of the Medical staff is not available, staff shall inform the patron that a




Chapter IV - Section 13                                                                Page 192
                message may be left for the Medical staff, and the patron will receive a
                response to his or her inquiry at a later time.
      ii. If the patron is interested in a cat and wishes to interact with him or her, staff shall
          make sure the patron disinfects his or her hands prior to handling the animal.
           a. Staff shall offer to the patron the option to sit and hold the cat.
           b. If the cat is acting agitated or frightened, staff shall return the cat to its housing
                cage immediately and inform the patron that the cat is a little stressed at the
                moment.
            c. If the cat seems calm in the cage, staff shall allow the patron to interact with
                the cat while in the comfort of his or her housing cage.
           d. Once the patron has finished interacting with the cat, staff shall ask him or her
                to once again disinfect his or her hands. Again, staff shall stress the
                importance of disease control in a shelter environment.
     iii. If a patron wishes to adopt a particular cat, staff shall retrieve the paperwork from
          the cat’s cage for them.
           a. Staff shall inform the patron of the process for adoption and direct him or her
                to the Adoption Office to begin the adoption process.
           b. If the area is otherwise empty of patrons, staff shall escort the interested patron
                to the Adoption Office.
     iv. During low traffic times, staff shall:
           a. Stock the Adoptable Cat Room with supplies;
           b. Socialize timid or young cats (while remaining vigilant about disease control);
            c. Continue to get to know the individual cats;
           d. Keep the Adoptable Cat Room clean and tidy;
            e. Clean up messes made by the animals, especially kittens; and
            f. Thoroughly clean and disinfect vacated cages.
  C. Adoptable Dog Kennel, and the Puppy and Small Breed Dog Room.
       i. Staff shall let the patron know how common Kennel Cough and other upper
          respiratory infections are in a shelter environment.
           a. If the patron has disease related questions that staff does not know the answer
                to, the staff member shall seek the expertise of the Center’s Medical staff. If a
                member of the Medical staff is not available, staff shall inform the patron that a
                message may be left for the Medical staff, and the patron will receive a
                response to his or her inquiry at a later time.
      ii. If the patron is interested in a dog and wishes to interact with him or her, staff shall
          make sure the patron disinfects his or her hands prior to handling the animal.
           a. If interested in a large adult dog, staff shall offer to the patron the option of
                taking the dog out to one of the designated play/exercise enclosures.
           b. If interested in a puppy or adult dog being housed with a puppy, staff shall
                offer the patron the option of taking the dog out to the “Puppy Patio.”
            c. When retrieving any dog, staff shall follow the animal handling procedures as
                specified in Chapter IV, Section 4 of this Manual.



Chapter IV - Section 13                                                                  Page 193
                       • Staff shall NOT allow the patron to retrieve the dog themselves or to open
                         any cage door.
               d. Staff shall make the patron aware that many of the other dogs in the area may
                    become overly excided and noisy once another dog is removed from its cage;
                    and might even appear aggressive towards the removed dog.
                e. Once in the enclosed play area or Puppy Patio, staff shall allow the patron to
                    play with the dog, handle the dog on a leash, and just get to know the dog in
                    general.
                f. Once the interaction time is over, staff shall return the dog to his or her kennel
                    run or pen; again, following the appropriate handling procedures.
       iii.   If a patron wishes to adopt a particular dog, staff shall retrieve the paperwork from
              the dog’s run or pen.
               a. Staff shall inform the patron of the process for adoption and direct the patron to
                    the Adoption Office to begin the next step.
               b. If the area is otherwise empty of patrons, staff shall escort the patron to the
                    Adoption Office.
       iv.    The patron may be asked by the Adoption Office staff to bring in a pet from home
              for a “social” if he or she has other pets at home. When the patron returns with his
              or her pet, the assigned Kennel staff member shall assist with the social. The patron
              shall be informed as to how the social will be conducted.
               a. Staff shall retrieve the dog of interest from its kennel run or pen and take it to
                    one of the unoccupied play/social enclosures.
               b. Both dogs shall be leashed and securely handled. Staff shall handle the dog of
                    interest.
                c. Staff shall allow the dogs to become introduced to each other.
               d. If at any time the dogs appear to be showing aggression towards one another,
                    staff shall immediately remove the dog of interest from the play/social
                    enclosure.
                       • A fight or squabble shall be avoided whenever possible.
                e. If the dogs appear to be getting along well, the leashes may be released.
                       • The leashes shall, however, stay attached to the dogs so that if a fight does
                         break out, the leashes can quickly be taken a hold of and the dogs can be
                         separated.
                f. For guidelines regarding dog fights, staff shall refer to ASCMV IV.1-6.
        v.    Staff shall be aware of and assist Center Volunteers whenever possible; however,
              the priority for staff members shall be the potential adopters.
       vi.    During low traffic times, the assigned staff member shall:
               a. Continue to get to know the individual dogs;
               b. Keep the Adoptable area clean and tidy;
                c. Clean up messes made by the animals; and
               d. Clean and disinfect vacated cages thoroughly.




Chapter IV - Section 13                                                                    Page 194
 CHAPTER V - POPULATION MANAGEMENT

 V.1 - INTAKE AND INITIAL PLACEMENT
1. Impoundment by Animal Control. When an animal is delivered by an animal control
   agency to the Animal Service Center of the Mesilla Valley (hereinafter “Center”), the
   delivering officer or agent shall place the animal into a holding cage in the designated
   impoundment area. Authorized members of those agencies shall be given access at all hours of
   the day to those areas of the Center facility necessary for impoundment.
    A. The delivering officer shall place each animal into the Center’s designated impoundment
         area dependant on species.
           i. The officer shall place each Potential Rabies Suspect animal into the designated
              quarantine areas.
    B. The officer shall notify the Kennel Population Supervisor or designee of any known or
         apparent injury or illness the animal may have, prior to being placed in the designated
         impoundment cage.
    C. The officer shall generate an initial Impoundment Worksheet for each animal delivered to
         the Center, and post said worksheet on the animal’s holding cage.
           i. A separate location shall be designated for the Impoundment Worksheet submitted
              for each skunk, livestock animal, and DOA animal.
    D. Pending Legal Proceedings/Court-Hold. The initial impoundment procedures and
         paperwork exchange procedures for an animal that is to be held pending criminal
         proceedings or has otherwise been placed under a Hold Order (a.k.a. “Court-Hold”) by
         the delivering agency, shall vary between animal control agencies and the procedures
         agreed upon between the Center and those agencies.
           i. Center staff members shall refer all such impoundments to the Kennel Population
              Supervisor or designee.
2. Public Delivery. An initial Impoundment Worksheet shall be generated by the Receiving
   Office staff for any animal delivered directly by a member of the public. Kennel or Population
   Management staff shall then place the animal into a holding cage. The initial placement of the
   animal shall depend on the initial assessment conducted by the Kennel or Population
   Management staff of the animal’s overall condition and the circumstances of the
   impoundment.
    A. Dogs under eight (8) weeks of age, adult female dogs with litters under eight (8) weeks of
         age, and/or adult female dogs that appear pregnant shall NOT be placed or housed in any
         kennel run with an open drain. Such animals shall be placed into a run without an open
         drain or a mobile cage or crate. The Kennel Population Supervisor or designee may give
         further instructions as to the placement of such animals.
3. General Assessment. A general assessment of each animal placed into the Center’s custody
   shall be conducted by Center staff as soon as reasonably possible. Center staff shall look for
   the general signs of injury or illness; however, such an assessment shall not include a diagnosis
   of any such injury or illness. Any apparent signs of injury or illness shall immediately be
   documented and the Kennel Population Supervisor or designee shall be notified as soon as
   reasonably possible.



 Chapter V - Section 1                                                                   Page 195
    A. Center staff shall place the animal into the designated impoundment area if the animal
       appears to be in good general health.
          i. Livestock animals, such as chickens, turkeys, waterfowl, peafowl, goats, pigs,
             horses, etc., shall be placed into the designated livestock area.
         ii. Potential Rabies Suspect animals shall be placed into the designated quarantine
             holding areas.
    B. Center staff shall immediately isolate any animal showing signs of contagious illness.
    C. Center staff shall place the animal into the designated impoundment area if he or she
       appears to have only minor injuries or illness, so long as such illness does not appear to
       be contagious.
    D. Center staff shall immediately notify the Kennel Population Supervisor or designee of
       any animal that appears to have more severe injuries or illness. Center staff shall make
       the animal as comfortable as reasonably possible while awaiting an evaluation by the
       Kennel Population Supervisor or designee.
          i. Center staff shall examine the animal for any potential identification that could be
             used to contact an owner. Center staff shall immediately notify the Receiving
             Office staff of any owner identification information found, such as a license tag,
             rabies tag, or Pet Identification Microchip.
               a. All reasonable attempts to contact the owner of such an animal shall be made
                   as soon as possible.
4. Identification. Once an animal has been placed, a properly trained and authorized Center staff
   member shall inspect the animal for any potential Pet Identification.
    A. The animal shall be scanned with an electronic microchip scanner for any Pet
       Identification Microchips. Staff shall refer to Chapter V, Section 2 of this Manual for
       specific guidelines.
          i. The results of the microchip scan shall be recorded onto the animal’s Impoundment
             Worksheet, along with the date and the staff member’s initials.
         ii. Center staff shall notify the Kennel Population Supervisor or designee of any animal
             showing signs of a highly fractious temperament. In such a case, the Kennel
             Population Supervisor or designee may implement special restraint methods in order
             obtain a valid scan of the animal.
               a. The Kennel Population Supervisor or designee may choose to leave the animal
                   un-scanned if he or she determines that the risk of injury to the animal or staff
                   is too great. In such a case, it shall be well documented on the Impoundment
                   Worksheet that the animal was not scanned due to fractious behavior.
    B. All rabies, license, and name tags shall be documented under the Tag Information section
       of the animal’s Impoundment Worksheet.
          i. Center staff shall check for any collars or tags that may have been posted or hung on
             the door or gate of the holding cage or run.
    C. A temporary identification collar shall be placed on each canine received by the Center,
       so long as doing so does not put the animal or staff member at significant risk of injury.
          i. The identification collar shall include the animal’s Impoundment Worksheet number
             or other identification number.



 Chapter V - Section 1                                                                   Page 196
         ii. For specific identification collar guidelines, staff shall refer to Chapter V, Section 2
             of this Manual.
5. Vaccinations. In order to help combat the spread of shelter diseases, vaccinations shall be
   administered to each canine upon intake by well trained and authorized Center staff members.
    A. For further vaccination guidelines, staff shall refer to Chapter VI, Section 2 of this
        Manual.
6. Impoundment Worksheet. Staff shall double-check the Impoundment Worksheet for any
   discrepancies and add any descriptive details that may aid in identifying and distinguishing the
   animal.
    A. Once the animal has been placed in a holding cage, checked for identification, and
        collared, staff shall place the animal’s “Hard Card” onto the cage, run, or pen.
          i. The Hard Card is the removable “half-sheet” portion of the Impoundment
             Worksheet. The Hard Card shall be used as temporary identification for the animal
             while the full Impoundment Worksheet is being processed.
    B. Staff shall deliver the remaining portion of the Impoundment Worksheet to the Receiving
        Office for processing.




 Chapter V - Section 1                                                                    Page 197
 V.2 - SCANNING AND COLLARING
1. General. Pet Identification Microchipping is an excellent tool for reuniting a missing pet with
   his or her owner. In order for a pet identification microchip to be effective, the animal must be
   scanned. Scanning, along with collaring, also greatly improves the ability of Center staff to
   track and identify animals as they pass through the Animal Service Center of the Mesilla
   Valley (hereinafter “Center”) facility.
    A. Animals are brought to the Center either by an animal control agency or dropped off
         directly by a member of the public.
    B. An Impoundment Worksheet is completed for each animal impounded into the Center
         facility, either by the animal control officer or by a Receiving Office staff member
         receiving the animal from a member of the public.
            i. The Impoundment Worksheet includes a physical description of the animal, the
               circumstances of the impoundment, any known owner information, and any tag or
               ID information found on the animal.
           ii. Each animal is assigned an ID number, which matches the number stamped in the
               upper-right corner of the Impoundment Worksheet.
         iii. Generally, the Impoundment Worksheet is placed in the plastic sleeve located on the
               door of the animal’s cage or kennel run. For animals, such as livestock animals, the
               Impoundment Worksheet may be placed in another designated location.
          iv. Each Impoundment Worksheet includes a top white copy, a pink carbon-copy, a
               yellow carbon-copy, and a half-sheet “Hard Card.”
                a. When an animal is impounded by an animal control officer, one of the carbon-
                      copies is kept for that agency’s records.
                b. The remaining carbon-copy may be place on one of the quarantine inspection
                      boards by animal control if the animal is undergoing a quarantine observation.
2. Initial Assessment. When performing scanning and collaring, Center staff shall make sure the
   “Scanning-Cart” is stocked with plastic collars, a functional scanner, disinfectant, and all
   necessary protective equipment to minimize the spread of illness.
    A. Staff shall check to confirm each Impoundment Worksheet on an animal’s cage matches
         the animal in the cage.
            i. Staff shall bring any discrepancies to the attention of the Kennel Population
               Supervisor or designee.
    B. Staff shall check the paperwork for any notes or documentation indicating the potential
         temperament of the animal.
            i. Also, staff shall speak with the animal and attempt to judge the animal’s
               temperament firsthand. For guidelines regarding the assessment of the temperament
               of an animal, staff shall refer to Chapter IV, Section 1 of this Manual.
    C. If the animal appears to be friendly and safe to scan, staff shall open the cage door.
            i. Staff shall slowly approach each animal with caution, while remaining friendly with
               the animal.
    D. Center staff shall notify the Kennel Population Supervisor or designee of any animal
         showing signs of a highly fractious temperament. In such a case, the Kennel Population



 Chapter V - Section 2                                                                   Page 198
         Supervisor or designee may implement special restraint methods in order obtain a valid
         scan of the animal.
            i. The Kennel Population Supervisor or designee may choose to leave the animal un-
               scanned if he or she determines that the risk of injury to the animal or staff is too
               great. In such a case, it shall be well documented on the Impoundment Worksheet
               that the animal was not scanned due to fractious behavior.
3. Scanning. Each animal shall be scanned for a microchip immediately upon impoundment or
   as soon as reasonably possible. When conducting a scan of an animal for a microchip, staff
   shall first make sure the scanner is turned on and working properly. Staff shall pass the
   scanner over a test microchip to confirm that it is working correctly.
    A. Once the scanner has booted up, staff shall hold the button down and pass the scanner
         directly over the animal’s coat.
            i. Staff shall pass the scanner side-to-side covering the entire surface area of the
               animal’s body.
           ii. Staff shall repeat the scan at least once, passing the scanner side-to-side
               perpendicular to the previous direction, again covering the entire surface area.
         iii. The scanner sends out a radio frequency, which is picked up and reflected back to
               the scanner when a microchip is present.
          iv. The scanner receives a unique alpha-numeric code from the microchip, which will
               appear on the small screen of the scanner.
    B. If a microchip is located, staff shall note the microchip number on the Impoundment
         Worksheet.
            i. Staff shall conduct a second scan of the animal to confirm the microchip number
               and to check for any additional microchips that may be present on the animal.
           ii. Staff shall notate and highlight the letters “ID” in the upper-left hand corner of the
               animal’s Hard Card.
         iii. Staff shall document on the Impoundment Worksheet in the tag information section
               that the animal was scanned.
                a. The staff member shall include the date and his or her initials.
          iv. To save battery time, once the microchip number has been recorded, staff shall reset
               the scanner if possible, depending on the model.
    C. If no microchip is located, staff shall document on the Impoundment Worksheet under the
         tag information section that the animal was scanned and no microchip was found.
            i. Again, the staff member shall include the date and his or her initials.
    D. While conducting a scan of the animal, staff shall examine the animal for any additional
         tag or ID information that has not already been documented on the Impoundment
         Worksheet.
            i. Staff shall document such information under the tag information section provided on
               the Impoundment Worksheet.
           ii. If the animal does have other tags or ID, staff shall notate and highlight the letters
               “ID” in the upper-left hand corner of the animal’s Hard Card.




 Chapter V - Section 2                                                                    Page 199
    E. Staff shall disinfect the scanner between each animal and change out disposable
         protective equipment.
4. Collaring. When collaring an animal, staff shall first measure around the animal’s neck using
   a plastic measuring tape or other item that can easily be disinfected between each use. Once
   the length is determined, staff shall cut the appropriate length of the temporary plastic collar
   from the collar-spool.
    A. Staff shall write the ID number (located in the upper-right corner of the Impoundment
         Worksheet) onto a paper Insert Card.
    B. Staff shall insert the card into the plastic collar.
    C. Staff shall use the metal clip to fit the collar to the animal’s neck.
           i. To ensure that the collar is not too tight or too loose, staff shall ensure that only two
              (2) fingers can comfortably fit between the animal’s neck and the collar.
          ii. Staff shall remove any excess length of collar.
    D. Staff shall document on the Impoundment Worksheet that the animal has been collared.
           i. The staff member shall include the date and his or her initials.
5. Staff shall deliver the remaining copies of the Impoundment Worksheet to the Receiving
   Office, to be entered into the Center’s animal database.
6. Staff shall keep the Scanning-Cart tidy and free of trash and unnecessary tools.
    A. Staff shall not leave any Impoundment Worksheets on or in the Scanning-Cart.




 Chapter V - Section 2                                                                      Page 200
 V.3 - SOCIALIZATION AND EXERCISE FOR LONG-TERM HOUSING
1. General. The primary goal of the Animal Service Center of the Mesilla Valley (hereinafter
   “Center”) is to place animals in suitable homes as soon as possible; however, there are
   circumstances which may require animals to be housed for extended periods of time at the
   Center facility. Because these animals are being housed for extended periods of time, they
   may periodically require supervised socialization and exercise sessions. Such animals may
   include animals placed under a Hold Order (a.k.a. Court-Hold), which have been placed under
   the protective custody of the Center and may be considered evidence in pending legal
   proceedings. As such, these animals shall be treated and handled with the highest regard and
   safety. Other circumstances may include the housing of animals pending a Rescue Partnership
   transfer, which may require several weeks or months of housing.
    A. Prior authorization by the Executive Director or designee shall be required for all persons
       providing socialization and exercise for animals housed long-term. Such authorization is
       especially critical for those staff members or Volunteers handling any animal which has
       been placed under a Hold Order.
    B. Some of the long-term housing dogs may be taken for leashed walks on designated
       walking trails, taken into one of the Center’s socialization/exercise enclosures for
       supervised playtime, and may take part in supervised “group socials” in one of the
       Center’s socialization/exercise enclosures.
2. Heath and Behavior Observation Booklet. When in use or available, a temperament sheet
   shall be filed in the Health and Behavior Observation (hereinafter “HBO”) booklet, for each
   long-term housing dog. When the HBO booklet is unavailable or not in use, the staff member
   or Volunteer (hereinafter “handler”) shall review the information posted on the animal’s
   housing cage or other filed paperwork in which the handler’s supervisor has authorized access.
    A. The handler shall review the temperament sheet, or other behavior documentation, of
       each long-term housing dog prior to socialization or exercise.
    B. The handler shall choose a dog that is within his or her ability and authorization to
       handle.
    C. One (1) handler shall not take out more than one (1) dog at a time.
    D. Some dogs may not be available for playtime or group socials due to health or
       temperament issues.
3. Cleaning. If the housing cage of the dog that is being taken out has been soiled, the handler
   shall notify a member of the Kennel staff or request that a member of the Office staff page for
   a member of the Kennel staff.
    A. This is a good opportunity for members of the Kennel staff to clean and disinfect the
       empty cage while the dog is out for socialization and exercise.
    B. The Kennel staff member shall be notified of the specific holding cage available for
       cleaning.
    C. The handler shall keep in mind that during the morning cleaning, dogs are often shifted to
       temporary transfer cages while his or her original holding cage is being cleaned and
       disinfected by members of the Kennel staff.



 Chapter V - Section 3                                                                   Page 201
           i. If it appears that cleaning is occurring in the animal housing area, the handler shall
              coordinate with the assigned cleaning staff to ensure that the correct animal is
              retrieved for socialization and exercise and that each animal is returned
              appropriately
4. Posted Notice. Before retrieving a dog for socialization or exercise, the handler shall place a
   sign on the animal’s holding cage stating that the dog is out for exercise.
5. Removing an Animal. In order to retrieve the dog from a canine run, the handler shall first
   enter the run and close the gate securely behind him or her.
    A. As the handler enters the run, he or she shall use his or her body to block the entrance and
       prevent the dog from running past and escaping.
    B. Once in the run, the handler shall place the slip-lead or slip-collar with a clip-on leash
       around the dog’s neck.
           i. The handler shall avoid using regular belt or clip-on collars when handling a dog. A
              slip-lead or slip-collar will ensure that the dog does not slip out and escape.
          ii. The handler may use a well-fitting, secure harness with a clip-on leash; this too
              should prevent the animal from slipping our and escaping.
    C. Once the dog is leashed, the handler shall look to make sure that the intended pathway in
       the animal housing area is clear.
           i. If the pathway is clear, the handler shall open the cage door and head out.
    D. If there is a second dog housed in the same holding run, the handler shall make sure the
       second dog does not escape as the first is removed.
           i. The handler shall utilize a partner when participating in this activity.
6. Facility Path. The dog shall only be taken through areas of the facility NOT open to the
   public. The handler shall not pass through or enter any area in which he or she is not clearly
   authorized to do so. The handler shall have his or her path planned out in advance.
    A. The handler shall make sure the pathway is clear before taking the dog through the
       facility.
           i. The handler shall make sure that no dogs are being brought in or moved by
              members of animal control or Kennel staff.
    B. If the handler encounters another animal being handled by a member of animal control or
       Kennel staff, the handler shall announce loudly that he or she is coming through with an
       animal. The handler shall make especially clear if the animal is a designated Hold Order
       animal.
           i. The handler or the other person may alter his or her route temporarily allowing the
              other to pass.
7. Group Social. Group Socials of animals being housed long-term shall only be conducted
   under the explicit authorization of the Executive Director or designee, and only with animals
   deemed appropriate by the Executive Director or designee for such activities.




 Chapter V - Section 3                                                                      Page 202
    A. When conducting a group social in one of the designated socialization/exercise
       enclosures, there shall be one (1) handler assigned to each dog involved.
          i. No more than four (4) dogs shall take part in a group social at one (1) time.
          ii. All handlers taking part in the group social shall remain present for the entire event.
    B. Each dog shall be introduced to one another before taking part in any group social while
       remaining leashed and under the control of the handler.
          i. If any of the dogs begin to fight or quarrel, each handler shall immediately separate
             the dogs by pulling the leash of his or her assigned dog in opposite directions.
          ii. Before releasing the dogs inside the enclosure, the handler shall make sure all
              entrances/exits are securely latched.
         iii. If after several minutes the dogs appear to get along, the dogs and their leashes may
              be released.
               a. The leashes shall remain attached to the dogs at all times during the group
                  social. This will allow the handler to more easily regain control of the dog
                  when necessary.
    C. If a fight or quarrel breaks out between any of the dogs while not under the control of the
       handlers, each handler shall immediately take control of the leash of his or her assigned
       dog.
          i. The handler shall never get between any dogs involved in fighting.
          ii. The handler shall never attempt to directly break up any fight.
         iii. Once each handler has control of his or her dog by the leash, each dog shall be
              immediately separated and isolated.
         iv. While isolated, each dog shall be examined for any injuries.
          v. Any injuries sustained by the dog, shall be reported to the Kennel Population
             Supervisor or designee.
         vi. Any injuries and/or fights that occur shall be noted in the HBO booklet (if available
             or in use).
    D. The group social shall last no more than thirty (30) minutes.
    E. The handler shall make sure fresh water is available to the dogs in the enclosure during
       the social.
8. The handler shall not pass or handoff his or her assigned dog to another person.
    A. Each handler shall return the same dog that he or she removed from the holding cage.
          i. This will help to ensure that the correct dog is returned to the correct holding
             location each time.




 Chapter V - Section 3                                                                     Page 203
 V.4 - EVALUATIONS AND DISPOSITIONS

1. General. Many of the animals that arrive at the Animal Service Center of the Mesilla Valley
   (hereinafter “Center”) are lost and being sorely missed by their owners. The Center’s primary
   goal for these animals shall be to reunite them with their owners as soon as possible. Due to
   the constant influx of animals, however, the Center generally cannot hold onto these animals
   for extended periods of time. The Center’s primary goal for animals that have either not been
   reclaimed by their owner or have been surrendered to the Center by their owner, shall be to
   place those animals in appropriate, caring homes.
2. Purpose. The purpose of this document is to guide the actions of Center staff members in
   evaluating each animal received by the Center and in determining the most appropriate
   placement and disposition for all such animals.
3. Reclamation Period. The Reclamation Period is the length of time made available to an
   animal’s owner, during which he or she may reclaim such animal from the Center as his or her
   personal property. The Reclamation Period shall be measured in Working Days, which shall
   include any day in which the Center’s reclaim department/office is open to the public for a
   minimum of three (3) continuous hours. Any animal not reclaimed within the Reclamation
   Period shall thereafter be considered the property of the Center. The Reclamation Period may
   be interrupted if it is determined by the Kennel Population Supervisor or designee that
   euthanization of the animal is necessary due to the animal being in severe, acute distress or if
   the animal is irremediably suffering.
    A. Any animal submitted as Unrestrained (stray) without identification shall be held for a
         minimum Reclamation Period of three (3) Working Days following impoundment.
    B. Any animal submitted as Unrestrained (stray) with identification shall be held for a
         minimum Reclamation Period of five (5) Working Days following impoundment.
    C. During periods of large influxes of cats, there shall be no Reclamation Period for any cat
         determined by the Kennel Population Supervisor or designee to be showing obvious signs
         of feral behavior.
    D. There shall be no required Reclamation Period for any animal that has been relinquished
         to the Center by its owner(s).
    E. Any animal submitted as Deceased with identification shall be held for a minimum
         Reclamation Period of one (1) Working Day, so long as the Center has available space in
         the deceased animal storage area.
    F. There shall be no required Reclamation Period for any animal submitted as Deceased
         without identification.
    G. Any animal submitted as Care & Maintenance shall be held for a minimum Reclamation
         Period of five (5) Working Days following impoundment.
    H. Hold Order. There shall be no Reclamation Period for any animal which has been
         placed under a Hold Order by an animal control agency. The animal shall be held by the
         Center until the Hold Order has been lifted.
           i. Pending Legal Proceedings. An animal submitted as Pending Legal Proceedings
               shall be considered to be under a Hold Order. The Hold Order for such an animal
               may only be lifted by the animal’s designated Case Agent.




 Chapter V - Section 4                                                                  Page 204
          ii. Quarantine. Any animal submitted as a Quarantine or Potential Rabies Suspect shall
              automatically be considered to be on a Hold Order lasting ten (10) days, beginning
              on the day of the potential rabies exposure. The Hold Order for such an animal shall
              be lifted once the final quarantine inspection has been completed.
         iii. Euthanasia; Death. The Center may euthanize any animal placed under a Hold
              Order if it is determined by the Kennel Population Supervisor or designee that such
              action is necessary due to the animal being in severe, acute distress or if the animal
              is irremediably suffering.
               a. The remains of any animal that has been euthanized or has otherwise expired
                     while under a Hold Order shall continue to be held by the Center until such
                     Order is lifted or until custody of such remains is reclaimed by Case Agent or
                     designee.
               b. The remains shall be placed in cool storage, but not frozen, in order to properly
                     preserve the animal for potential rabies testing.
                c. Center personnel shall notify the animal’s designated Case Agent of such a
                     disposition as soon as reasonably possible.
               d. If possible, the designated Case Agent or designee shall be given the
                     opportunity to be present during such euthanasia; or to reclaim the animal prior
                     to such euthanasia.
4. Evaluation. At the conclusion of the Reclamation Period an assessment shall be made of the
   overall condition and status of each animal by the Kennel Population Supervisor or designee in
   order to determine the next appropriate placement or disposition of the animal. Such an
   evaluation shall include a review of the availability status, the apparent temperament, the
   apparent health condition, and overall adoptability of the animal.
    A. Unfortunately, the availability of adequate housing and care for each animal at the Center
        facility shall also be a factor to be considered when determining the next placement and
        disposition of each animal.
5. Temperament. The apparent temperament (fear level, ease of handling, aggression level,
   friendliness, etc.) of an animal is just one of the many criteria to be considered when
   determining the disposition or placement of an animal within the Center.
    A. Temperament Documentation. One source for consideration when determining the
        apparent temperament of an animal is the documented information on the Impoundment
        Worksheet provided by the previous owner and/or the impounding officer. Such
        documentation shall be reviewed when an animal is to be assessed for temperament.
    B. Temperament Assessment. The primary method to be used for determining an animal’s
        temperament shall be a Temperament Assessment. The thoroughness of each
        Temperament Assessment shall be dependant upon staffing and budgetary constraints.
        The staff member assigned to assess an animal’s temperament shall possess strong
        observation skills.
           i. A Temperament Assessment may not always be able to identify the “true”
              personality of the animal or the personality the animal would likely display in a
              quiet, home environment; however, members of the Center staff are tasked with
              determining the hazards posed by each animal to the staff, other Center animals, and
              to the public. An animal may only be acting aggressive or fractious due to the high



 Chapter V - Section 4                                                                    Page 205
           stress he or she is under; however, this hazard must still be taken into consideration
           when determining the next disposition or placement of such an animal. An animal
           that is displaying feral or fractious behavior, for whatever reason, cannot safely be
           placed into a situation where the public will be exposed.
       ii. Cats. Impoundment is extremely stressful on most cats. Cats that arrive at the
           Center may have never ventured outside of their homes before; may have never been
           handled by a human before; may have never been confined to any sort of cage
           before; or simply may not trust anyone other than the human parent to whom they
           are so attached.
            a. Before being assessed for temperament, cats should be given as much time as
                 possible in order to become more accustomed to their surroundings and to calm
                 after being impounded.
            b. Unfortunately, due to the high number of cats arriving at the Center on a daily
                 basis and the limited amount of long-term housing available, members of the
                 Center staff must often assess the temperament of a cat during this high stress
                 period.
                    • If the cat housing areas are already at full capacity or near full capacity,
                      the Center may not be able to hold every incoming cat displaying feral
                      behaviors for several days without displacing other cats displaying
                      obvious signs of adoptability. In such a situation, the best option shall be
                      to assess each cat as thoroughly as possible, even if the assessment is
                      taking place earlier than preferred.
            c. Stage 1. The assessor shall first observe the cat from outside of the cage, and
                 determine if the animal is displaying signs of friendly, fearful, or fractious
                 behavior.
                    • Signs of friendliness may include: At the front of the cage exhibiting
                      relaxed body postures (sprawled out in a prone position possibly with
                      belly exposed, or sitting upright and alert); and/or head-bumping and scent
                      marking with glands in the chin and above the eyes.
                    • Signs of fearfulness may include: Dilated pupils; standing or lying tensely
                      at the rear of the cage; facing the back corner of the cage, glancing over
                      the shoulder to keep the handler in sight; ears pulled back; and/or agitated
                      tail swishing.
                    • Signs of fractious behavior may include: Growling, snarling, snapping,
                      attempting to bite; charging the front of the cage; standing frozen at the
                      front of the cage and “hard-staring” people; and/or ferocious hissing and
                      lunging.
            d. If the cat is showing signs of friendly behavior, the assessment shall move on
                 to Stage 3.
            e. If a cat is showing obvious signs of fractious behavior before his or her cage
                 door is even open, the assessment shall be concluded.
             f. Stage 2. If a cat is showing signs of fearful behavior, the assessor shall move
                 on to introducing an artificial, rubber hand (a.k.a. assess-a-hand) into the




Chapter V - Section 4                                                                  Page 206
                  animal’s holding cage. The assessor shall then observe the cat’s reaction to the
                  artificial hand.
                    • If the cat displays signs of fractious behavior towards the artificial hand,
                       the assessment shall be concluded.
                    • If the cat continues to display signs of fearful behavior, the assessment
                       shall be concluded.
                    • If the cat shows signs of friendly behavior toward the artificial hand, the
                       assessment shall move on to Stage 3.
                    • Staff shall disinfect the artificial hand regularly.
             g. Stage 3. The assessor shall access the cage, while remaining vigilant of the
                  cat’s behavior. Before opening the cage door, the assessor shall speak to the
                  animal in a pleasant, upbeat voice. The assessor shall attempt to pet and
                  handle the cat, while observing his or her reactions. The cat’s reaction to such
                  interaction shall be documented and the assessment shall be concluded.
       iii. Dogs. Impoundment can also be very stressful on some dogs. As with cats, the
            behavior displayed by some dogs may improve after a day or more of being housed
            at the Center.
             a. Stage 1. The assessor shall first observe the dog from outside of the cage, and
                  determine if the animal is displaying signs of friendly, fearful, or fractious
                  behavior.
                    • Signs of friendliness may include: At the front of the cage exhibiting
                       relaxed body postures (sprawled out in a prone position possibly with
                       belly exposed, or sitting upright and alert); and/or wiggly body, bouncing
                       up and down, tail wagging, licking, and nose nudging.
                    • Signs of fearfulness may include: Dilated pupils; standing or lying tensely
                       at the rear of the cage; facing the back corner of the cage, glancing over
                       the shoulder to keep the handler in sight; ears pulled back; and/or tucked
                       tail.
                    • Signs of fractious behavior may include: Growling, snarling, snapping,
                       attempting to bite; charging the front of the cage; standing frozen at the
                       front of the cage and “hard-staring” people; and/or ferocious barking and
                       lunging.
             b. If the dog is showing signs of friendly behavior, the assessment shall move on
                  to Stage 3.
             c. If a dog is showing obvious signs of fractious behavior before his or her cage
                  door is even open, the assessment shall be concluded.
             d. Stage 2. If a dog is showing signs of fearful behavior, the assessor shall move
                  on to introducing an artificial, rubber hand (a.k.a. assess-a-hand) into the
                  animal’s holding cage; or (if being held in a kennel run) the assessor may enter
                  the run while remaining vigilant and keeping a restraint pole, or other device
                  between his or her self and the animal. The assessor shall then observe the
                  dog’s reaction to the artificial hand or the presence of the assessor.




Chapter V - Section 4                                                                  Page 207
                      • If the dog displays signs of fractious behavior at any time during this
                         stage, the assessor shall immediately exit the kennel run and the
                         assessment shall be concluded.
                      • If the dog continues to display signs of fearful behavior, the assessment
                         shall be concluded.
                      • If the dog shows signs of friendly behavior during this stage, the
                         assessment shall move on to Stage 3.
               e. Stage 3. The assessor shall access the cage, and while remaining vigilant of
                    the dog’s behavior, attempt to pet and interact with the dog. The assessor shall
                    speak to the animal in a pleasant, upbeat voice. The dog’s reaction to such
                    interaction shall be documented and the assessment shall be concluded.
6. Health Condition. The health of the animal shall also be taken into consideration when
   determining the next placement or disposition of the animal.
    A. The assessor shall review the animal’s paperwork for any known health history.
    B. During the temperament assessment, the evaluator shall watch for signs of illness or
        injury. The following are some common signs of illness to look for:
           i. The animal’s eyes are watery, appear swollen, or show discharge;
          ii. The animal’s ears appear red or inflamed, show discharge, or have a foul odor;
        iii. The animal’s nose shows discharge (mucous, blood, or pus), or is crusty, congested,
              or blocked;
         iv. The animal’s gums are swollen or inflamed, teeth are loose or brown, or mouth has a
              foul odor;
          v. The animal is sneezing, coughing, wheezing, or has heavy or shallow breathing;
         vi. The animal has fleas or ticks, skin shows swelling or lesions, or has apparent hair-
              loss;
        vii. The animal is thin or obese;
       viii. The animal has wounds or abscesses;
         ix. The animal limps or staggers; and/or
          x. The animal is moving slowly or acting lethargic.
7. Capacity. An animal shelter’s capacity is the number of animals the facility is able to house
   and provide for at any given time.
    A. Housing. The Center is open to receiving virtually any species of domesticated animal
        and even many exotic and wild species. Additionally, the Center is open to receiving a
        great variation among individuals of the same species; such variation may include the
        size, age, temperament, and health condition of each animal.
           i. One size does NOT fit all. The capacity of each individual cage varies greatly
              depending on the species, size, age, temperament, and health condition of each
              individual animal being housed.
               a. For example: One (1) four foot wide by seven foot deep (4’ x 7’) canine
                    kennel run may reach full capacity with one (1) adult male dog showing signs
                    of aggression towards other dogs; OR the same run may reach full capacity
                    with one (1) adult female dog with a litter of nine (9) puppies.



 Chapter V - Section 4                                                                   Page 208
                b. Such variation in the capacity of each individual cage directly results in
                     significant variation of the facility’s overall capacity.
           ii. In determining the holding capacity of each individual cage, the Center staff shall
               rely on the following guidelines:
                a. Each animal housed shall be provided with sufficient space to allow the animal
                     to exercise normal postural movements without making physical contact with
                     other animals;
                b. Separate cages shall be maintained for animals known to be of incompatible
                     temperaments; and
                c. Individual animals showing signs of contagious illness shall be segregated
                     from animals not showing such signs.
    B. Care. The capacity of the Center facility shall also be limited to the number of animals
         that may be adequately cared for by Center staff.
            i. Center management shall determine how many man-hours are required to
               adequately clean, disinfect, and maintain each section of the Center facility.
           ii. Center management shall determine how many man-hours are required to
               adequately evaluate and provide healthcare for each section of the Center facility.
          iii. Based on those determinations, Center staff shall limit the number of animals
               housed in relation to the staffing available to fulfill those required man-hours.
8. Placement and Disposition. Based on the general assessment and evaluation, the Kennel
   Population Supervisor or designee shall determine the next suitable placement or disposition of
   the animal. Unfortunately, as stated previously, the availability of adequate housing and care
   is a factor to be considered when determining which animals are to be held awaiting adoption
   or other placement. Possible placements or dispositions shall include the following:
    A. Adoption. An Animal determined to be a suitable candidate for adoption as a companion
         animal shall be placed into one of the Adoptable holding areas or held in the general
         population housing area until space becomes available in one of the Adoptable holding
         areas.
    B. Treatment, Observation, and Recovery. An animal diagnosed with a treatable ailment,
         but is otherwise determined to be a suitable candidate for adoption, shall be isolated from
         the facility’s general population and held for further treatment, observation, and recovery
         before being placed into the Adoptable holding areas.
            i. Generally, the period for treatment, observation, and recovery shall last no longer
               than thirty (30) days.
           ii. An animal diagnosed with a non-contagious ailment may be held in close proximity
               to the facility’s general population during this treatment period, as long as such
               placement does not jeopardize the recovery of the animal.
          iii. Isolation for such an animal may also include a temporary Foster Home during the
               necessary treatment, observation, and recovery period. For the Foster Home
               guidelines, staff shall refer to Chapter VII, Section 4 of this Manual.
    C. Rescue Organization. Animals may be transferred to a reputable Rescue Organization,
         with which the Center has an established partnership, whenever available.




 Chapter V - Section 4                                                                   Page 209
       i. Such organizations shall take on full responsibility, including financial
          responsibility, of the animal and ultimate disposition.
      ii. For the full set of rescue partnership guidelines, staff shall refer to Chapter V,
          Section 5 of this Manual.
  D. Euthanasia. Euthanasia shall be treated as a last resort option for animals placed into
     Center custody. Only the Kennel Population Supervisor or designee may determine that
     humane euthanasia is the appropriate disposition for an animal.
       i. Euthanasia shall only conducted by the Center Veterinarian or a licensed and well
          trained Euthanasia Technician.
      ii. Euthanasia shall be performed under the strictest of guidelines and in accordance
          with all applicable state and local laws, ordinances, and regulations.
     iii. The remains of each euthanized animal shall be handled with care and respect. The
          remains shall either be returned to the owner or transported to the local waste
          disposal facility.
     iv. For the full set of euthanasia guidelines, staff shall refer to Chapter V, Section 6 of
          this Manual.




Chapter V - Section 4                                                                 Page 210
 V.5 - RESCUE PARTNERSHIPS
1. General. The Animal Service Center of the Mesilla Valley (hereinafter “Center”) shall work
   closely with qualified and reputable animal welfare and rescue organizations to facilitate the
   placement of animals with those organizations. It shall be the goal and duty of the Center to
   ensure that each animal placed with an animal rescue organization will be handled
   appropriately and with the highest standards of care.
2. Purpose. The purpose of this policy is to ensure the administrative process is performed in a
   consistent manner and that the following rescue guidelines are adhered to accordingly.
3. Rescue Organization Requirements.
    A. Non-Profit Organizations. Any non-profit Rescue Organization wishing to retrieve or
        receive an animal from the Center shall be required to show proof of 501(c)3 status to the
        Center’s Executive Director or designee prior to approval of the partnership and prior to
        the retrieval of any animal from the Center.
          i. Any non-profit Rescue Organization, receiving an intact animal from the Center,
              shall be required to have said animal sterilized prior to adoption by a third party.
    B. Private Organizations. Any private Rescue Organization [or any Rescue Organization
        unable to show proof of 501(c)3 status] wishing to retrieve or receive an animal from the
        Center shall be required to submit a copy of the organization’s by-laws or charter.
          i. Because private Rescue Organizations are not officially recognized non-profit
              organizations, the standard adoption requirements shall apply; i.e. the animal must
              be sterilized and vaccinated against rabies prior to retrieval by or placement with the
              organization.
         ii. If the animal is deemed unfit to be sterilized at the time of adoption/rescue, for
              whatever reason, the private Rescue Organization shall be required to sign a
              Sterilization Agreement with the Center.
    C. Application. Any Rescue Organization wishing to retrieve or receive an animal from the
        Center shall submit a Rescue Partnership Application. Such Application must be
        approved by the Center’s Executive Director, prior to retrieval by or placement with the
        organization. The Executive Director may deny any Rescue Partnership Application at
        his or her discretion.
          i. The Rescue Partnership Application shall contain the following:
               a. The name of the organization;
               b. The organization’s physical address;
               c. The organization’s mailing address (if different than physical);
               d. The type of organization;
               e. The breed(s) or species handled by the organization;
                f. Any restrictions the organization may have;
               g. The type of housing provided to rescued animals (i.e. foster homes, kennels,
                    boarding facilities, etc.);
               h. The length of time the organization has been in operation; and




 Chapter V - Section 5                                                                    Page 211
                 i. References, which shall include but not be limited to veterinarians and other
                    animal shelters with which the organization has a working relationship.
    D. Authorized Agents. Each approved Rescue Organization shall be required to submit and
         maintain with the Center a current list of agents authorized to retrieve animals from the
         Center on behalf of the Rescue Organization.
4. Selection and Release of Animals for Rescue.
    A. The Kennel Population Supervisor or designee shall be responsible for identifying those
         animals deemed appropriate for rescue. Such decisions shall be based on the following
         criteria:
           i. The availability of the animal (completion of required holding period);
          ii. The health status of the animal;
         iii. The temperament/behavior of the animal;
         iv. The space/housing availability at the Center facility; and
          v. Any other factors deemed appropriate by the Executive Director.
    B. Center staff shall not release an animal until all applicable documentation has been
         completed and approved by the Executive Director and/or his or her designee.
5. The Rescue Partnership and privileges may be suspended for non-compliance of any section of
   this policy, as the Executive Director deems fit.
6. Any grievances or concerns in regards to the rescue process and partnership shall be directed
   to and handled by the Executive Director.




 Chapter V - Section 5                                                                 Page 212
 V.6 - EUTHANASIA
1. General. The goals of the Animal Service Center of the Mesilla Valley (hereinafter “Center”)
   do not include causing the death of any animal; however, due to the constant influx of animals
   into the Center, euthanasia is an unfortunate but necessary occurrence in Center operations.
    A. Selecting animals to be euthanized is considered one of the most stressful tasks any
         animal shelter employee must face.
           i. Center staff, volunteers, and members of the public should never be allowed to
               question, berate, or harass employees selecting animals for euthanasia about the
               choices they make.
          ii. If it is truly believed that the employee choosing animals for euthanasia has violated
               Center policy, the matter shall be addressed with the employee’s supervisor.
    B. The Center and all of its staff members shall always strive to meet the highest and most
         humane standards and follow the strictest guidelines when participating in the
         performance of euthanasia.
    C. Regular supervision of the Center’s euthanasia process shall be conducted by the
         Executive Director.
    D. The Center shall not be required to euthanize any animal simply at the request of an
         owner.
           i. The decision to euthanize an animal shall be based on an assessment and evaluation
               conducted by the Kennel Population Supervisor or designee of each animal
               individually and the conditions of each animal’s impoundment.
          ii. The Center shall, however, receive such an animal if the owner still wishes to
               relinquish ownership; so long as the owner resides in the jurisdictional limits set by
               the Center Board of Directors.
    E. A report shall be prepared of any euthanasia performed that deviates from the euthanasia
         rules approved by the Animal Sheltering Board of New Mexico.
           i. These records shall be kept on file at the Center for a period of no less than three (3)
               years.
2. Selection of Animals for Euthanasia. The selection of animals to be euthanized shall be
   conducted by the Kennel Population Supervisor or designee. Each animal shall be observed
   and assessed daily and throughout the day.
    A. Generally, the Kennel Population Supervisor or designee shall conduct a “Walk-Thru”
         when selecting animals for euthanasia.
           i. The Kennel Population Supervisor or designee shall conduct an Initial Walk-Thru of
               the facility daily and as needed.
                a. The Initial Walk-Thru shall be conducted in order to select those animals that
                     require euthanasia due to critical health conditions or extreme behavior issues.
          ii. The Kennel Population Supervisor or designee shall conduct a Secondary Walk-
               Thru when the conditions of the facility call for it; such as a large influx of animals.
                a. The Secondary Walk-Thru shall be conducted in order to select those animals
                     that require euthanasia due to the lack of necessary treatment available and the
                     lack of space available for housing.



 Chapter V - Section 6                                                                      Page 213
    B. When conducting a Walk-Thru, the Kennel Population Supervisor or designee shall
        review the information provided on each animal’s Kennel Card, Hard Card,
        Impoundment Worksheet, and other pertinent documents located on each cage in order to
        make an initial determination as to the animal’s availability.
           i. When a potential candidate for euthanasia has been selected, the Kennel Population
              Supervisor or designee shall retrieve any additional paperwork not located on the
              animal’s cage; such as any documents that may be filed in the Active Animal
              Binders.
          ii. The Kennel Population Supervisor or designee shall thoroughly review the original
              Impoundment Worksheet and all other documents related to the potential candidate
              for euthanasia.
   C. Irregular candidates received by the Center, such as an animal with severe or terminal
        injury or illness, shall be immediately assessed by the Kennel Population supervisor or
        designee, and a determination shall be made as to the appropriateness of euthanasia on a
        case-by-case basis.
           i. For guidelines regarding the placement of such an animal, staff shall refer to
              Chapter V, Section 1 of this Manual.
3. Considerations for Euthanasia. Many variables shall be considered when deciding whether
   or not euthanasia is appropriate for an animal, including but not limited to:
   A. The number and type of animals received by the facility;
    B. The capacity of the facility and current staffing levels;
   C. The services the facility is able and authorized to provide;
   D. The availability of foster homes in the area;
    E. The availability of an animal for further disposition (elapse of Reclamation Period);
    F. The temperament of an animal;
           i. Feral or Unsocialized. An animals that has not been and cannot be handled and does
              not adjust to the shelter setting.
               a. Euthanasia is generally appropriate for any animal with no or little hope of
                    socialization.
          ii. Aggressiveness. An animal that is showing signs of aggression, has attacked a
              person or animal, or has failed a temperament evaluation.
               a. Euthanasia is generally appropriate for humane, safety, ethical, and liability
                    reasons.
        iii. Kennel-Stress. An animal with a marked change in behavior due to stress as a result
              of an extended stay in a shelter setting.
               a. Euthanasia is generally performed for humane reasons to prevent further
                    suffering.
         iv. Behavior Problems. An animal with behavior problems such as inappropriate
              urination, severe separation anxiety, timidity, chewing, destructiveness, lack of
              socialization/training, etc.
               a. Euthanasia is generally performed due to a lack of appropriate placement
                    available that would provide a commitment to training, socialization, etc.




 Chapter V - Section 6                                                               Page 214
   G. The physical condition of an animal;
          i. General Health. An animal in poor overall general condition and/or health
             (example: extremely elderly, thin, or weak).
               a. Euthanasia is often the eventual result, as this type of animal is often a poor
                    candidate for adoption due to the medical attention or rehabilitation necessary.
         ii. Unweaned/Too Young. An animal that is too young to survive on his or her own or
             in a shelter setting, needing extensive care and socialization.
               a. Euthanasia is generally appropriate because of the labor-intensive care needed;
                    because the immature immune systems cannot protect as well against diseases
                    common in shelters; and because of a lack of capable foster homes.
        iii. Medical-Contagious. An animal in otherwise good physical condition with a
             medical ailment such as upper respiratory infection, kennel cough, ringworm, or a
             less severe case of mange that may be very treatable but highly contagious in a
             shelter environment.
               a. Euthanasia is most often necessary not only because of the symptoms of the
                    illness, but also to prevent contamination of others if the animal cannot be
                    isolated for treatment.
        iv. Medical-Treatable. An animal in otherwise good physical condition with treatable,
             non-contagious medical conditions such as skin allergies, a broken limb, abscess, or
             problems that could be fixed with treatment and/or time.
               a. Euthanasia is most often a result of lack of resources, space, or time to treat the
                    animal.
         v. Medical-Untreatable. An animal with a terminal illness or injury, severe chronic
             illness, or other serious medical condition.
               a. Euthanasia is appropriate to eliminate ongoing suffering for the animal.
   H. The species of the animal; and
          i. An animal that is not appropriate as companion animals (i.e. canine or feline
             hybrids, wild animals, exotic animals, etc.).
               a. Euthanasia is performed if other relocation options, such as placement in a
                    sanctuary, are not available or acceptable.
    I. Court-Ordered euthanasia.
          i. An animal that has been ordered for euthanasia at the direction of a judge, hearing
             officer, or other public official of competent jurisdiction.
               a. Euthanasia is performed to comply with this ruling.
4. Review Date and Paperwork Discrepancies. When a potential candidate for euthanasia has
   been selected, the assigned Euthanasia Technician (hereinafter “Euth-Tech”) shall retrieve the
   Kennel Card or other paperwork related to that animal from the kennel cage door.
   A. The Euth-Tech shall then take the Kennel Card or other paperwork to the front offices
        where the original paperwork should be filed in the Active Animal Binders.
          i. If the animal’s original Impoundment Worksheet has not yet been processed it may
             still be located on the door of the holding cage, or stacked in the appropriate office
             tray awaiting processing.




 Chapter V - Section 6                                                                    Page 215
    B. The Euth-Tech shall thoroughly review the original Impoundment Worksheet and all
        other documents related to potential candidates for euthanasia.
           i. The Reclamation Period and Review Date shall be thoroughly reviewed and
              confirmed.
               a. Guidelines regarding Reclamation Period considerations are further defined in
                    Chapter V, Section 4 of this Manual.
5. Authority to Perform Euthanasia. Generally, euthanasia must be performed by two (2)
   persons: the Euth-Tech and the Euthanasia Assistant (hereinafter “Assistant”).
   A. The euthanasia and pre-euthanasia drugs shall only be administered by the Center
        Veterinarian, or a Licensed Euth-Tech authorized by the Executive Director or designee.
    B. Only in extenuating circumstances shall euthanasia be performed without an Assistant
        and only if it is safe to do so.
           i. Such situations may involve a newborn animal that can be held and injected by one
              (1) person, or a critically ill or injured animal that must be euthanized immediately
              to prevent further suffering.
6. Environmental Conditions for Euthanasia.
   A. Euthanasia shall be conducted in a specific area designated for such purpose.
           i. The area shall be a room separated from the rest of the Center by a wall or other
              divider.
          ii. The area shall not be used for any other activity while animals are being euthanized.
               a. Storage and the like being excluded.
    B. The euthanasia room shall promote a comfortable work environment.
           i. Lighting shall be bright and even.
          ii. The air temperature shall be within a reasonable comfort range for both staff and
              animals.
        iii. The area shall have adequate ventilation that prevents the accumulation of odors.
         iv. The area shall be clean and regularly disinfected.
          v. The floor of the area shall provide a dry non-skid surface.
         vi. The euthanasia room, hallway, and adjacent areas shall be kept as quiet as possible
              during euthanasia.
        vii. Only essential persons should be present during euthanasia.
               a. Under certain conditions, the owners of an animal being euthanized may be
                    present to comfort the animal.
   C. The euthanasia area shall have the following equipment.
           i. A table or other work area where animals can be handled safely; the surface of
              which shall have a non-skid texture that provides comfortable footing for the
              animal;
          ii. A separate table or workbench where the drugs, needles, syringes, and hair clippers
              can be placed;
        iii. A sink and faucet;
         iv. An eye wash station;



 Chapter V - Section 6                                                                   Page 216
          v. A well-stocked first-aid kit;
         vi. One or more tourniquets;
        vii. Usable animal restraint devices;
       viii. A pair of electric hair clippers in good working order;
         ix. A control stick (catch pole) for fractious dogs;
          x. A net for feral cats;
         xi. A stethoscope; and
        xii. Towels, sponges, and disinfectant.
7. Storage of Euthanasia and Pre-Euthanasia Drugs.
   A. All euthanasia drugs shall be securely kept and stored by the Executive Director or
        designee in a safe identified just for those drugs at all times prior to being issued for use.
           i. The euthanasia drugs shall be further secured behind a locked door.
    B. The Executive Director or designee shall issue one (1) to three (3) bottles of the
        euthanasia drugs at a time to a licensed and authorized Euth-Tech.
           i. Once issued, the euthanasia drugs shall be securely kept and stored in a double
              lockbox located in the Euthanasia Room.
          ii. The Euthanasia Room shall be securely locked at all times when not in use.
        iii. Only licensed and authorized Euth-Techs and the Executive Director shall have
              access to the double lockbox used to store the bottles of euthanasia drugs.
         iv. If the issued euthanasia drugs run out during Center after-hours, the Executive
              Director or designee shall be contacted by phone, so that he or she may respond and
              issue the additional euthanasia drugs needed.
   C. One (1) Euthanasia Log shall be issued by the Executive Director or designee along with
        each bottle of euthanasia drugs.
           i. The log shall be kept and maintained in the Euthanasia room.
   D. Once spent, each bottle shall be returned to the Executive Director or designee along with
        the correlating Euthanasia Log.
    E. Pre-euthanasia drugs, such as Ketamine, Xylazine, and Acepromazine, shall be securely
        kept and stored by the Center Veterinarian or designee.
           i. The Veterinarian shall issue the pre-euthanasia drugs on a case-by-case basis at the
              request of the Euth-Tech.
          ii. The Veterinarian shall log the amount issued and the identification number of the
              animal to which the drugs are intended to be administered.
        iii. If pre-euthanasia drugs are needed during Center after-hours, the Veterinarian shall
              be contacted by phone, so that he or she may respond and issue the additional pre-
              euthanasia drugs needed.
8. Preparation for Euthanasia.
   A. The Euth-Tech shall retrieve the necessary drugs and supplies from the double lockbox
        and supply area.
           i. At no time shall any pre-euthanasia drugs, euthanasia drugs, syringes and needles,
              or the Euthanasia Log be left unattended and unsecured.



 Chapter V - Section 6                                                                     Page 217
         ii. These supplies shall be accompanied by authorized personnel at all times and
             secured during euthanasia.
   B. Retrieving the Animal.
          i. The animal handling procedures, as described in Chapter IV, Section 1 of this
             Manual, shall be followed by staff when retrieving an animal for euthanasia.
         ii. Human safety shall always be a primary concern.
        iii. Each animal shall be handled with the least amount of restraint necessary.
        iv. A weight for each animal shall be obtained prior to euthanasia to assist in
             determining the appropriate dosage of drugs for the animal.
         v. Small and medium-size animals should be placed on the table, and large animals
             may be euthanized on the floor.
        vi. Animals shall be anesthetized when necessary, but not routinely.
               a. Anesthetizing, or the administering of pre-euthanasia drugs, is often necessary
                   if the animal is extremely fractious.
              b. Anesthetizing agents may cause the animal to vomit. If the animal is muzzled,
                   it is essential to carefully monitor the animal and to remove the muzzle if it
                   shows signs of vomiting to prevent it from strangling on its own vomit.
               c. Anesthetizing agents, or pre-euthanasia drugs, shall be obtained from the
                   Center Veterinarian as needed.
   C. The Euth-Tech shall double check the paperwork against the actual animal’s description.
          i. Any Impoundment Worksheet with an animal description containing marked
             discrepancies shall be pulled from the list of candidates until such discrepancies
             have been cleared.
         ii. Staff shall compare the information on the animal’s neckband, or temporary
             identification collar, to the information on the animal’s Impoundment Worksheet
             and other paperwork.
   D. The Euth-Tech shall double check the animal for any identification tags and conduct a
        scan of the animal for any pet identification microchips.
          i. If the animal appears to have any tags or microchips not listed on the paperwork as
             traced or cleared, the animal shall be pulled from the list of candidates until such
             discrepancies have been cleared.
9. Performance of Euthanasia.
   A. Methods of Injection.
          i. The preferred method of administration for euthanasia drugs, when at all possible,
             shall be intravenous.
         ii. Intraperitoneal injections shall be acceptable for infant animals, companion animals
             other than cats and dogs, and wild animals; or in any other case where intravenous
             injection is not possible.
        iii. Intracardiac injections shall never be performed on a conscious animal.
               a. An intracardiac injection shall only be used if the animal is completely
                   anesthetized or otherwise unconscious and an intravenous injection is not
                   possible.



 Chapter V - Section 6                                                                 Page 218
      iv. All pre-euthanasia drugs shall be administered intramuscularly.
  B. Dosage. The manufacturer’s recommended dosages shall be followed when
     administering Sodium Pentobarbital or the pre-euthanasia drugs.
  C. Needles - Use/Handling/Disposal. The proper size of needle and syringe shall be
     dependent upon the size of the animal.
        i. It shall be preferable to use the smallest syringe that can hold the proper amount of
           drug, as it is easier to hold and manipulate.
       ii. The needle size shall be based on the size of the animal’s vein.
             a. Typically kittens and cats require a twenty-five (25) gauge and five-eights-inch
                 (5/8”) length needle; and dogs, depending upon size, require an eighteen (18)
                 to twenty-five (25) gauge and one-inch (1”) length needle.
            b. The one-and-one-half-inch (1 ½”) needles are usually used only in determining
                 death by checking for a heartbeat in large dogs after checking for eye reflex
                 and heart sounds.
     iii. Needles shall be checked for barbs prior to use and shall be changed regularly to
           prevent dulling.
      iv. Used needles and syringes shall be disposed of in the sharps container located in the
           Euthanasia Room.
             a. Filled sharps containers shall be transported for disposal and disposed of in
                 coordination with a commercial waste disposal business equipped to provide
                 such a service.
            b. Infectious waste sharps shall be disposed of in the manor described in Section
                 12 of this Chapter.
  D. Administering the Drugs. It is virtually impossible to list a direct step-by-step
     procedure for performing euthanasia since the proper method depends upon multiple
     factors, such as the species, age, size, behavior, and medical condition of the animal. The
     Euth-Tech shall be required to depend heavily upon his or her training and experience.
     However, there are important guidelines, as set forth below, which shall be followed.
        i. Handling the Animal During Injection. The Assistant shall comfort the animal at all
           times, while securing and controlling the animal so it cannot bite or become injured.
             a. Each injected animal shall be gently lowered to the surface on which he or she
                 is being held after he or she has collapsed. No animal shall be allowed to drop
                 or otherwise collapse without human support.
       ii. Injection.
             a. For dogs, it is usually preferable to use the Cephalic vein in the front leg for the
                 intravenous injection.
                    • If this is not possible, the Saphenous vein in the outside rear leg may be
                      used.
            b. Typically, the rear leg is used in cats; the Saphenous vein on the inner thigh
                 area should be used.
             c. For intravenous injections, in most animals the vein is easily detected by
                 applying pressure to it, by pumping the paw or by wetting the area with




Chapter V - Section 6                                                                    Page 219
                  alcohol. It is preferable to locate the vein by these methods, as it is much less
                  stressful to the animal.
                     • If the vein cannot easily be seen by using the above methods, the leg shall
                        be shaved using clippers on dogs.
                     • Shaving is not usually too upsetting to dogs; however, the clippers shall be
                        turned on before touching the animal with them to avoid suddenly
                        frightening the animal.
                     • The noise of the clippers does usually cause cats a great deal of anxiety,
                        stress, and fear, and clippers should not be used if possible.
                     • With cats, a small area of hair may be cut away with scissors.
                     • Animals other than dogs and cats to be injected intravenously should
                        usually be anesthetized and then shaved.
            d.    Once the vein has been located, the Assistant shall hold off the vein by slightly
                  rolling it and applying pressure.
            e.    The Euth-Tech shall then insert the needle into the vein; which, if the needle is
                  properly inserted into the vein, will cause blood to appear in the syringe.
             f.   Once the needle has been inserted, the Euth-Tech shall secure the syringe and
                  tell the Assistant to release pressure on the vein.
            g.    The Assistant shall continue to firmly hold the animal’s leg to prevent any
                  sudden movement.
            h.    The Euth-Tech shall then quickly and smoothly inject the Sodium
                  Pentobarbital into the vein, watching carefully to ensure that the vein is not lost
                  or does not “blow.”
                     • A “blow-out” occurs when the needle comes out of the vein and the
                        solution is injected into the surrounding area.
                     • This may be painful to the animal and convulsions may occur depending
                        on how much solution has been injected.
                     • If the animal remains calm, the injections shall quickly be administered
                        into the vein above the site of the blow or into the vein of a different leg.
                     • Initial injections shall occur low on the vein to allow for more room incase
                        a blow-out does occur.
                     • If the animal is in pain, stressed, or convulsing, or if another vein cannot
                        be promptly found, anesthetic shall be administered quickly.
             i.   Once the Sodium Pentobarbital is properly injected into the vein, the animal
                  will collapse very quickly.
             j.   The Assistant shall continue to support the animal, speaking softly and gently
                  caressing the animal as he or she is placed flat on the surface.
            k.    The animal may remain conscious for a few moments afterwards, so it is very
                  important to continue comforting the animal, periodically checking for
                  consciousness by checking for an eye reflex.
             l.   Once the animal loses consciousness, breathing and heartbeat may continue for
                  a few minutes.



Chapter V - Section 6                                                                     Page 220
                  m. Intraperitoneal injections shall be used if an intravenous injection is not
                        possible.
                           • The injection shall be made into the center of the abdomen area just below
                             the rib cage.
10.   Verification of Death. The animal shall never be stored or left alone until death has been
      verified.
               i. Death shall be determined by checking for a heartbeat with the stethoscope.
              ii. Death may also be determined by checking for papillary and corneal reflexes in
                  combination with a lack of visible breathing and heart rate.
            iii. After rendering an intraperitoneal injection, the animal shall be placed in a small,
                  covered crate, cage, or carrier until death takes place, and then checked for death.
11.   Disposition of Carcass.
       A. The carcass or remains of an animal shall be disposed of in a respectful manner.
       B. Once death is confirmed the remains shall be gently placed into a thick, sturdy, opaque
            plastic bag. If prompt disposal of an animal carcass is not possible, it shall be contained
            in a freezer or stored in a sanitary, non-offensive manner until such time as it can be
            disposed of. Disposal may include being transported by the designated Center transport
            vehicle or by being returned directly to the owner.
       C. Any animal that must be tested for rabies (due to a suspected rabies exposure) shall be
            labeled and placed in the refrigerator for further processing.
               i. Staff shall not place such an animal into a freezer, as this will ruin the specimen for
                  testing.
12.   Infectious Waste. The Center shall handle, treat, and dispose of infectious waste including,
      but not limited to sharps, carcasses, anatomical body parts, excretions, blood soiled articles and
      bedding that are generated from an animal that the Center knows or has reason to suspect has a
      disease that is capable of being transmitted to humans as follows:
       A. Infectious waste held for disposal shall be collected in sanitary leak resistant bags clearly
            labeled for biohazard disposal.
               i. The bag shall contain the gloves worn while collecting the waste and those used in
                  treatment and post mortem examinations of suspect animals.
13.   Unused Drugs. When feasible, unused or outdated drugs shall be returned to the manufacturer
      for disposal in accordance with the policies and procedures of the manufacturer. Those drugs
      which do not pose a problem for environmental hazard or are not controlled drugs may be
      disposed of in a sanitary, non-offensive manner by means of regular solid waste disposal
      methods.
14.   Logging the Event and Dosage.
       A. Immediately after performing the euthanasia of each animal, the Euth-Tech shall ensure
            that the Euthanasia Log is noted with the event information, including but not limited to:
               i. The date of the event;
              ii. The type of event;
            iii. A description of the animal euthanized;
             iv. The animal’s identification number;



   Chapter V - Section 6                                                                     Page 221
           v. The reason the animal was selected for euthanasia;
          vi. The types of drug(s) administered;
         vii. The dosage administered;
        viii. The type of injection;
          ix. The dosage of drug waste (spillage); and
           x. The Euth-Tech responsible for performing the euthanasia (initials will suffice).
     B. Pre-euthanasia drug dosages shall be logged on the anesthetized animal’s Impoundment
         Worksheet by the Euth-Tech.
15. Disposition of Paperwork.
     A. The Impoundment Worksheet of each animal euthanized shall be marked with the
         following information:
            i. That the animal was euthanized (PTS);
           ii. The weight of the animal;
         iii. The dosage of euthanasia drugs used;
          iv. The dosage of pre-euthanasia drugs (if used);
           v. The route of injection (IV, IP, or IC)
          vi. The reason the animal was selected for euthanasia; and
         vii. The Euth-Tech’s signature or initials.
     B. The Impoundment Worksheet and all other paperwork associated with the euthanized
         animal shall then be turned into the Receiving Office to be entered into the Center’s
         animal database.
16. Euthanasia Contingency Plan. In the event the Center does not have a Licensed Euth-Tech
    employed or available to perform euthanasia, the Center’s Veterinarian shall be in charge of
    performing all necessary euthanasia. In the event that neither is available, all necessary
    euthanasia shall be performed by an outside Veterinarian contracted by the Center.




   Chapter V - Section 6                                                               Page 222
 CHAPTER VI - MEDICAL CARE

 VI.1 - GENERAL MEDICAL TREATMENTS

1. General. The employees of the Animal Service Center of the Mesilla Valley (hereinafter
   “Center”) shall make every effort to prevent the suffering of each animal under the custody of
   the Center. A general assessment of each animal received by the Center shall be conducted by
   Kennel and/or Population Management staff as soon as reasonably possible. Upon
   impoundment and throughout an animal’s stay at the Center facility, Kennel staff shall look for
   the general signs of injury or illness. Kennel and Population Management staff shall not
   provide a diagnosis of any potential injury or illness observed; such diagnoses shall be made
   by trained and authorized members of the Medical staff.
2. Population Management. The Kennel Population Supervisor or designee shall be
   immediately notified upon discovery of any apparent injuries or illness. Based on all available
   information, including but not limited to, cage space, the animal’s temperament, the
   availability of owner contact information, and the animal’s availability for reclaim, the Kennel
   Population Supervisor or designee shall determine if the animal is to be euthanized,
   immediately returned to the owner, or submitted to the Medical staff for a more thorough
   medical examination.
    A. Upon submission to the Medical staff, a medical examination shall be conducted. Based
         on said examination, Medical staff shall recommend to the Kennel Population Supervisor
         or designee as to what treatment, if any, would be sufficient to:
           i. Minimize suffering by the animal; and
          ii. Heal or correct any ailment the animal may have.
    B. Based on the recommendations made by the Medical staff, and in coordination with the
         Medical staff, the Kennel Population Supervisor or designee shall determine whether or
         not the Center is able to provide the recommended treatment or if the animal is to be
         euthanized. Such a determination shall take into account budgetary, personnel,
         equipment, and housing constraints.
    C. Before initiating any treatments, the animal’s Impoundment Worksheet and any
         additional paperwork related to that animal shall be retrieved and thoroughly reviewed.
    D. Hold-Order. The Kennel Population Supervisor or designee shall be notified
         immediately upon discovery of any apparent illness or injury sustained by any animal
         placed under a Hold Order; including animals held Pending Legal Proceedings and
         animals held for Quarantine observation. The Kennel Population Supervisor or designee
         shall be notified prior to the initiation of any treatment administered to any animal placed
         under a Hold Order; including animals held Pending Legal Proceedings and animals held
         for Quarantine observation. Such discovery or initiation of treatment may require special
         procedures to be followed in coordination with the respective animal control agency.
3. Treatment, Observation, and Recovery. If the decision is made to provide medical
   treatment to an animal housed by the Center, the Kennel Population Supervisor shall determine
   the appropriate placement for such animal within the facility or within a Foster Home. Such a
   determination shall take into consideration all recommendations made by the Medical staff.




 Chapter VI - Section 1                                                                   Page 223
    A. Generally, the period for treatment, observation, and recovery shall last no longer than
        thirty (30) days.
           i. During this period, the animal shall receive regular medical treatment as
              recommended by the Medical staff on a case-by-case basis.
          ii. The health condition of the animal shall be evaluated daily; and the animal shall be
              observed throughout the day for any change in health condition.
         iii. If it is determined by the Kennel Population Supervisor or designee that an animal is
              not responding well to treatment or is suffering despite treatment, the animal shall
              be euthanized as soon as reasonably possible. For the guidelines regarding
              euthanasia and the selection of an animal for euthanasia, staff shall refer to Chapter
              V, Section 6 of this Manual.
    B. An animal diagnosed with or suspected of having a contagious illness shall be isolated
        from the facility’s general population during the treatment, observation, and recovery
        period.
           i. The level of isolation shall depend on the potential method and likelihood of
              transmission.
    C. An animal diagnosed with a non-contagious ailment may be held in close proximity to the
        facility’s general population during this period of treatment, observation, and recovery, as
        long as such placement does not jeopardize the recovery of the animal or the health of
        another animal.
    D. The period for treatment, observation, and recovery for an animal may also take place at a
        temporary Foster Home if so approved by the Kennel Population Supervisor or designee.
        For the Foster Home guidelines, staff shall refer to Chapter VII, Section 4 of this
        Manual.
4. Treatment Records. All treatments, along with apparent symptoms, shall be documented on
   the Impoundment Worksheet and/or on a Medical Treatment Worksheet attached to the
   Impoundment Worksheet.
    A. All medical records shall be treated as legal documents, and therefore must be completed
        in ink. If a written mistake is made, staff shall cross out the mistake with one (1) line
        only, and initial next to the correction.




 Chapter VI - Section 1                                                                  Page 224
 VI.2 - PREVENTATIVE HEALTH

1. General. In order to combat the spread of shelter diseases within the Animal Service Center
   of the Mesilla Valley (hereinafter “Center”) facility, general vaccinations shall be administered
   by members of the Medical staff to each animal upon intake or as soon as reasonably possible,
   taking into account personnel and budgetary constraints.
    A. Other preventative health treatments to be administered during an animal’s stay at the
         Center may include rabies vaccinations, heartworm testing, and deworming.
    B. Staff shall take disease control precautions when administering vaccines; such as wearing
         gloves, using a towel or pillowcase when handling each small animal, and placing each
         small animal only on disinfected surfaces.
2. Canine.
    A. Recombinant. Generally, each dog under four (4) months of age shall be vaccinated
         with the recombinant vaccine at the time of impoundment.
           i. Ideally, the Medical staff shall be paged as soon as a puppy enters the facility so that
              he or she may be vaccinated prior to being impounded.
               a. Timely vaccination shall be of utmost importance; waiting even a few hours
                    may seriously impair the efficacy of the vaccine.
               b. If particularly restricted by time, staff shall vaccinate in order of importance
                    beginning with the youngest animals.
          ii. The recombinant vaccine shall be administered subcutaneously.
         iii. The vaccination shall be repeated at two (2) week intervals until the puppy is
              approximately four (4) months of age.
    B. DA2PP. Generally, each dog four (4) months of age or older shall be vaccinated with a
         modified-live DA2PP vaccine at the time of impoundment.
           i. The DA2PP vaccine shall be administered subcutaneously.
               a. Puppies. The vaccination shall be repeated at two (2) week intervals
                    approximately three (3) times.
               b. Adults Over One (1) Year of Age. A total of two (2) vaccines shall be
                    administered.
                c. Lactating dogs, pregnant dogs, and dogs showing mild signs of illness may be
                    vaccinated.
    C. Bordatella (Intra-Trac). Generally, each dog shall be vaccinated with the Bordatella
         vaccine at the time of impoundment.
           i. Staff shall give one (1) cubic-centimeter (cc) or less intranasally at the time of
              impoundment.
               a. The dose shall be enough to fill one nostril.
               b. Each puppy shall receive a proportionally smaller dose.
                c. Each puppy under four (4) months of age shall receive a second vaccine in two
                    (2) to three (3) weeks.




 Chapter VI - Section 2                                                                    Page 225
         ii. The Bordatella vaccine shall NOT be injected. If the vaccine is accidentally
              injected, the Center Veterinarian or designee shall be immediately contacted in order
              for treatment to begin as soon as possible.
               a. Gentocin at point-one (0.1) cc per ten (10) lbs shall be diluted in ten (10) ml of
                    sterile water and infused into the area where the injection was administered.
               b. Administering of oral doxycycline shall then be initiated.
   D. Rabies (Rabdomun). The rabies vaccine shall be administered at the time of adoption to
        each dog three (3) months of age or older.
          i. The vaccine shall be administered subcutaneously in the right-rear thigh only under
              the supervision of a licensed Veterinarian.
         ii. The rabies vaccine shall be good for one (1) year.
               a. Each shelter animal shall be presumed previously unvaccinated against rabies.
   E. Heartworm Test. When available, a test for a possible heartworm infestation shall be
        administered on each dog and cat six (6) months of age or older prior to being placed in
        an adoption environment.
    F. Deworming. A dose of pyrantel pamoate shall be administered orally for roundworms at
        a rate of one (1) cc per ten (10) lbs.
          i. The administration should be repeated at the time of the cat’s second DA2PP
              vaccine.
3. Feline.
   A. FVRCP (Eclipse 3). Generally, each cat six (6) weeks of age or older shall be
        vaccinated with a modified-live FVRCP vaccine at the time of impoundment.
          i. Timely vaccination shall be of utmost importance; waiting even a few hours may
              seriously impair the efficacy of the vaccine.
               a. If particularly restricted by time, staff shall vaccinate in order of importance
                    beginning with the youngest animals.
         ii. The FVRCP vaccine shall be administered subcutaneously.
               a. Kittens. The vaccination shall be repeated at three (3) week intervals for a total
                    of three (3) vaccines.
               b. Adults Over One (1) Year of Age. A total of two (2) vaccines shall be
                    administered.
               c. Lactating cats, pregnant cats, and cats showing mild signs of illness may be
                    vaccinated.
               d. During Upper Respiratory Infection outbreaks, vaccination intervals may be
                    shortened to two (2) week, or started at an earlier age by direction of the Vet.
               e. Cats and kittens housed at foster homes shall be vaccinated under the same
                    schedule.
   B. Rabies. The rabies vaccine shall be administered at the time of adoption to cats three (3)
        months of age or older.
          i. The vaccine shall be administered subcutaneously in the right-rear thigh only under
              the supervision of a licensed Veterinarian.
         ii. The rabies vaccine shall be good for one (1) year.



 Chapter VI - Section 2                                                                  Page 226
            a. Each shelter animal shall be presumed previously unvaccinated against rabies.
  C. FeLV/FIV/HW Test. A FeLV/FIV/HW test shall be administered at the time of
     adoption for cats.
       i. If a cat has been in Center custody for less than two (2) months, it may be possible
           to initially test negative but later test positive.
            a. Prospective adopters shall be notified of this.
  D. Deworming. A dose of pyrantel pamoate shall be administered orally for roundworms at
     a rate of point-five (0.5) cc per adult-size cat.
       i. The administration shall be repeated at time of the cat’s second FVRCP vaccine.




Chapter VI - Section 2                                                              Page 227
 VI.3 - PLACEMENT AND PREPARATION FOR SURGERY

1. Adopted Animal. When an animal that has been slated for adoption from the Animal Service
   Center of the Mesilla Valley (hereinafter “Center”) arrives for sterilization surgery, a member
   of the Office staff shall contact and notify the Medical staff of the arrival. On occasion an
   animal may need to be moved to the medical holding area directly from his or her holding cage
   located elsewhere in the facility.
    A. Medical staff shall be responsible for making sure the holding cages are clean and set-up
         for each animal.
           i. Medical staff may request the assistance of the Kennel staff when setting up such
               cages.
    B. Members of the Office staff shall place the original paperwork for each animal, along
         with an attached Pet Identification Microchip, in the designated location in the Medical
         Clinic area.
    C. Medical staff shall be responsible for providing food and water for the animals, and for
         removing food and water at the appropriate times prior to surgery.
    D. Medical staff shall check the animals awaiting surgery for any obvious signs of disease,
         such as depression, nasal discharge, coughing, vomiting, or diarrhea.
           i. Medical staff shall notify the Center Veterinarian or designee if any such signs are
               observed.
    E. If an animal requires a Pet Identification Microchip, a vaccination against rabies, a test
         for Feline Leukemia, or a test for Heartworm, such procedures shall be performed at the
         time of surgery.
           i. The Office staff shall be responsible for notifying the Medical staff of which
               procedures are required on each particular animal.
    F. Once surgery is completed, each animal shall be returned into his or her holding cage to
         recover from the anesthesia and to be monitored by the Medical staff. Staff shall refer to
         Chapter VI, Section 4 of this Manual for guidelines regarding procedures for monitoring
         an animal following surgery.
           i. The Medical staff shall keep the Office staff informed as to when each animal is
               well enough to be reclaimed by the owner.
          ii. When an animal is being reclaimed by the owner, the Medical staff shall be
               responsible for sending home any prescribed medicine as needed and for explaining
               to the owners the requirements for administrating the medicine.
    G. Once a holding cage has been emptied following surgery it shall be cleaned and
         disinfected by the Kennel staff.
           i. Each mobile holding cage shall be removed from the recovery area and placed
               where it can be completely soaked in disinfectant.
    H. Public Surgeries. For guidelines regarding the placement and preparation of animals
         submitted by the public for surgery, staff shall refer to Chapter VI, Section 5 of this
         Manual.




 Chapter VI - Section 3                                                                 Page 228
 VI.4 - SEDATION AND STERILIZATION

1. Surgery Preparation.
   A. Pre-Anesthetic Sedation. Once the Veterinarian (hereinafter “Vet”) of the Animal
       Service Center of the Mesilla Valley (hereinafter “Center”) has checked over each animal
       and approved each for surgery, the Medical staff shall begin administering the pre-
       anesthetic drugs.
         i. Pre-anesthetic sedation may calm a pet excited by unfamiliar surroundings. Excited
            animals may require higher doses of general anesthetics, and excitement may
            predispose to development of an irregular heart rhythm (cardiac arrhythmia). Pre-
            anesthetic sedation may also make recovery from anesthesia smoother.
        ii. Upon administration of pre-anesthetic drugs, staff shall monitor each animal for
            anesthesia plane, pulse, and breathing.
    B. Prep Table. Once the animal is down (under anesthesia), staff shall place the animal on
       the surgery prep table. Staff shall continue to monitor the heart rate and breathing.
         i. The typical order of patients shall be as follows:
              a. Puppies and kittens shall be the first group;
             b. Adult cats shall be the second group; and
              c. Adult dogs shall be the third group.
        ii. Once on the prep table, staff shall “clip” the animal for surgery.
              a. Females. Using the electric hair clippers, hair shall be removed from the
                  sternum to the pubic area.
                     • Staff shall follow the line of the ribcage down along the abdomen for the
                       shaving edges.
                     • Staff shall ensure the nipples and umbilicus are exposed.
                     • The midline below the umbilicus to the third set of nipples is generally the
                       incision site and shall be carefully removed of all hair.
                     • Staff shall keep the edges neat. The neatness of the clipping job connotes
                       the degree of professionalism to which the surgery was performed.
             b. Males. Staff shall check to make sure both testicles are descended.
                     • If the testicles are not descended (cryptorchid), staff shall inform the Vet,
                       who shall provide staff with different clipping instructions on a case-by-
                       case basis.
                     • If the testicles are descended (routine neuter), staff shall clip the hair from
                       the cranial to the scrotum.
                     • If the animal is particularly hairy, staff shall clip a wider area so that hairs
                       do not get in the surgical field.
                     • Staff shall keep clipping to a minimum so as to avoid clipping the scrotum
                       or causing any razor burn. Irritation will encourage licking and disruption
                       of the incision site post-surgery.




 Chapter VI - Section 4                                                                     Page 229
   C. Administration of Anesthetic Gas. Once the animal is clipped, staff shall carry the
        animal to the disinfected surgery table.
          i. Staff shall place the animal in the appropriate position on the v-stand and begin
             administering oxygen and isoflurane via the anesthetic machine mask.
              a. IV Catheter. Upon request by the Vet, an intravenous (IV) catheter shall be
                   placed into a vein in either a front or hind limb, or occasionally in the neck.
                     • The IV catheter may be used by the Vet in order to have ready access to
                        the animal’s blood stream to administer fluids and/or other drugs during
                        surgery.
              b. Intubation. Upon request by the Vet, the animal may be intubated.
                     • The soft plastic tube (endotracheal tube) shall be inserted into the
                        windpipe and shall then be connected to the anesthesia machine. Having
                        the tube in place allows the Vet to assist or control breathing if it becomes
                        necessary. The loss of consciousness that occurs during anesthesia is often
                        accompanied by loss of the ability to cough and gag. In conscious
                        animals, coughing and gagging are protective reflexes, which prevent
                        inhaling stomach contents or other foreign materials into the lungs.
                        Insertion of a proper size tube prevents inhalation of stomach contents into
                        the airways and lungs during anesthesia.
                     • If the animal is intubated, staff shall attach the pulse oximeter. A pulse
                        oximeter is a specialized computer that monitors an animal's heart rate and
                        blood oxygen levels. Animals with problems breathing or under a general
                        anesthetic may not be breathing in enough oxygen; the pulse oximeter can
                        measure the oxygen level in the blood and alarm the Vet if there is a
                        problem.
   D. Staff shall disinfect the surgical site.
          i. Staff shall begin at the incision site, wiping a gauze sponge soaked in
             cholorhexadine scrub in ever-widening circles to the edge of the clipped area.
         ii. Staff shall dispose of the gauze, and repeat the wiping process with a new sponge
             dipped in alcohol.
              a. Staff shall repeat the disinfecting process for a total of three (3) times.
    E. Staff shall ensure the instrument tray is prepped with the appropriate drape and opened
        surgical packs.
          i. While maintaining sterility, staff shall open any other equipment or supplies, as
             requested by the Vet.
2. Performance of Surgery. The Vet shall rely on his or her training and expertise in order to
   perform the surgery.
3. During Surgery.
   A. While the surgery is being performed by the Vet, shall continue to monitor the animal for
        depth of anesthesia. Staff shall alert the Vet of any changes or concerns.
          i. Indicators of the depth of anesthesia shall include, but not be limited to:
              a. Heart rate and strength (heart rate slows as anesthetic plane is deepened);




 Chapter VI - Section 4                                                                   Page 230
              b. Breath rate and depth (breathing slows as anesthetic plane is deepened);
               c. Eyes blink reflex (should be diminished by present) and rolling back (the
                  further back, the deeper the plane);
              d. Mucous membrane color (pink is normal);
               e. Capillary refill time (normal is one [1] to two [2] seconds, slowing is indicative
                  of blood loss); and
               f. Vocalization, movement, or quick short breaths indicate the animal is too light.
  B.   Staff shall adjust the isoflurane rate to keep the animal at an appropriate anesthetic level.
  C.   While monitoring, staff shall ensure any actions taken do not invade or disrupt the
       surgical field (this includes the draped area, the Vet, and the instrument tray).
  D.   If the animal is stable and the Vet approves, staff may leave the surgery room temporarily
       to prepare needed supplies or help prep the next animal for surgery.
         i. Staff shall stay nearby and ready to assist the Vet as needed.
  E.   Once the Vet is closing the incision, staff shall turn off the isoflurane, flush the line, and
       allow the animal to be on straight oxygen for approximately five (5) minutes.
  F.   Once the surgery is completed and the animal is undraped, staff shall remove the animal
       from oxygen, deflate the cuff, and monitor until the animal begins swallowing.
         i. Once the animal begins swallowing, the endotracheal tube shall be removed.
        ii. If there is any blood on the animal, staff shall clean with hydrogen peroxide.
  G.   Once extubated, staff shall carry the animal to the holding cage and leave wrapped in a
       towel for warmth.
         i. Staff shall provide the recovering animal with an electric heating pad if needed.
  H.   Staff shall continue to monitor the animal closely until he or she is sternal.
         i. Staff shall check body temperature, mucous membrane color, and capillary refill
             time, as the animal is awakening.




Chapter VI - Section 4                                                                    Page 231
 VI.5 - PUBLIC PET CLINIC

1. General. When budgeting and staffing limitations permit, the Animal Service Center of the
   Mesilla Valley (hereinafter “Center”) shall offer low-cost sterilization surgeries and other
   Veterinary services to the public.
   A. Such additional services may include:
           i. Parvo/Distemper Vaccinations;
          ii. Rabies Vaccinations;
        iii. Pet Identification Microchip Implantation;
         iv. Heartworm Testing;
          v. Euthanasia; and
         vi. Other services approved by the Executive Director or designee.
   B. Such services shall be recorded as medical services provided to the public (a.k.a. “Clinic-
        In”) and shall not be recorded as animal sheltering services intake (a.k.a. Impound).
2. Patient Submission.
   A. Services other than surgery shall not require pre-delivery scheduling or housing of the
        animal at the Center. Such services shall be administered at the time of delivery, and the
        owner may reclaim the animal immediately upon completion of the service(s).
   B. In order to have a pet submitted for sterilization surgery (spay/neuter), the pet owner shall
        be required to first schedule an appointment with the Office staff. Designated members
        of the Receiving Office staff shall be responsible for scheduling such surgeries.
           i. Eligibility. In order to be eligible for surgery, pets shall meet the following criteria:
               a. The dog or cat shall be at least two (2) months of age;
               b. Females dog or cats shall be no more than six (6) years of age, Males, no more
                   than eight (8) years of age;
               c. The dog or cat shall weigh at least two (2) pounds;
               d. Any dog or cat three (3) months of age or older shall have received a Rabies
                   vaccination; if the vaccine has not been received, it shall be administered at the
                   time of surgery; and
               e. For dogs only:
                      • The dog shall have received at least one (1) Parvo/Distemper combo
                         vaccine a minimum of one (1) week prior to the scheduled surgery date;
                      • Any dog under one (1) year of age shall have received the full series of
                         puppy vaccinations, or be current in the series; and
                      • Any dog over one (1) year of age shall have received at least one (1)
                         Parvo/Distemper combo vaccine in their lifetime; if the animal is due for a
                         yearly booster, the vaccine may be administered at the time of surgery.
          ii. Scheduling. All information required to process the reception of the animal shall be
              obtained from the owner at the time of scheduling, and shall be documented on the
              Surgery Submission form. The owner shall be required to provide staff with his or
              her personal information (name, address, phone numbers, etc.), a full description of




 Chapter VI - Section 5                                                                     Page 232
              the pet (breed, color, age, size, ears, tail, etc.), and Veterinarian information so that
              staff may verify the animal’s vaccination history.
               a. At the time of scheduling for surgery, the pet owner may also request
                    additional services if available, such as Pet Identification Microchip
                    Implantation, Vaccinations, and/or Pet Licensing.
       iii.   Ineligible. If the pet does not meet the required criteria for eligibility, staff shall
              inform the owner of what is required in order to become eligible.
               a. Staff shall then either tentatively schedule surgery for a later date, or request
                    that the owner reschedule once the required criteria has been met.
       iv.    Pre-Op Instructions. Staff shall review the pre-op instructions with the owner, and
              notify the owner of the fees, which shall be paid when the animal is delivered to the
              Center by the owner.
               a. Staff shall also notify the owner the day before surgery to remind him or her of
                    the pre-op instructions and fees.
        v.    Delivery. The day prior to an animal’s scheduled surgery, a member of the Office
              staff shall assign the animal a PetPoint number (unless the animal has already been
              assigned one). All paperwork shall be completed by staff prior to submission in
              order to expedite the check in process. The owner shall deliver the animal to the
              Center at the scheduled time.
               a. Payment for the services to be rendered shall be due at the time of delivery.
               b. The animal shall not enter into the Center’s main facility. The owner shall be
                    asked to sign the submission paperwork prior to unloading the animal from
                    their vehicle.
               c. The animal shall be provided with a temporary identification collar.
               d. The Medical staff shall be responsible for receiving the animal and transporting
                    him or her to the Public Surgery Clinic located in the rear of the Center facility.
                      • The owner and Medical staff members shall keep all cats in a secure
                         plastic crate or carrier during the exchange.
                      • The owner and Medical staff members shall keep all dogs crated or
                         leashed at all times; even while being carried.
               e. The Medical staff shall receive the Surgery Submission form containing the
                    animal’s description and identification number (matching the animal’s
                    temporary identification collar). The Surgery Submission form shall then be
                    kept with the animal in the Public Surgery Clinic.
       vi.    Placement. The Medical staff shall place the animal in an appropriately sized
              holding cage along with bedding.
               a. For guidelines regarding surgery preparation and the surgery process itself,
                    refer to Chapter VI, Section 4 of this Manual.
               b. Once surgery is completed, each animal shall be placed into his or her holding
                    cage to recover from the anesthesia and to be monitored by members of the
                    Medical staff.
      vii.    Reclaim. Once an animal has been deemed well enough to return home after
              surgery, the owner shall reclaim the animal from the Center. Office staff in



Chapter VI - Section 5                                                                     Page 233
           coordination with the Medical staff shall scheduled the reclaim with the owner of
           the animal.
            a. The patron shall be directed to the Receiving Office in order to reclaim his or
                her pet.
            b. The Receiving Office staff shall notify a member of the Medical staff, who
                shall then review the post-op care instructions with the owner.
                   • The Medical staff member shall bare witness to the receipt of the care
                     instructions by the patron; both parties shall then sign in the designated
                     fields on the document.
                   • A well trained member of the Office staff may also perform such post-op
                     counseling if so approved by the Executive Director or designee.
            c. Receiving Office staff shall have all appropriate paperwork ready, including
                copies of signed documents, sterilization certificates, vaccination certificates,
                Pet License contracts, microchip registration documents, and any receipts.
            d. Once all of the paperwork has been completed, a member of the Medical staff
                shall retrieve the animal for the owner.
            e. If the animal is not reclaimed within the scheduled time frame, the owner shall
                be charged with additional boarding fees.
             f. The Center Veterinarian or designee may request that the animal be held at the
                clinic over night for observation during recovery. In such case, the owner shall
                not be charged for the additional boarding.




Chapter VI - Section 5                                                                Page 234
 VI.6 - OUTSIDE VETERINARY ASSISTANCE

1. The Animal Service Center of the Mesilla Valley (hereinafter “Center”) shall seek the
   assistance and/or opinion of a second party Veterinarian when such action is deemed by the
   Executive Director or designee to be necessary and in the best interest of the animal and
   Center. Such circumstances may include the need for specialized medical equipment not
   currently in place or in use at the Center’s facility.
2. The Center shall maintain an understanding with one (1) or more local Veterinary clinics to
   fulfill this need.




 Chapter VI - Section 6                                                                Page 235
 VI.7 - DRUG STORAGE

1. All drugs kept by the Animal Service Center of the Mesilla Valley shall be properly stored and
   labeled in accordance with the manufacturer’s recommendations and all applicable local, state,
   and federal laws.




 Chapter VI - Section 7                                                                Page 236
 VI.8 - PET IDENTIFICATION MICROCHIP IMPLANTATION

1. General. Pet Identification Microchips are an important way for pet owners to ensure a pet is
   quickly returned home if ever lost. Well trained Center staff members shall be responsible for
   implanting such microchips into each animal selected for such service. An animal requiring
   such a service may include:
    A. Each dog and cat adopted from the Center;
    B. An animal being reclaimed by his or her owner (either at the request of the owner, or as
        required by law); and
    C. An animal brought to the Center specifically to receive the service.
2. Implantation Procedure.
    A. The animal designated for implantation shall be scanned twice with a working microchip
        scanning device, as specified in Chapter V, Section 2 of this Manual.
          i. If the scan reveals that an animal already has a working microchip implanted, there
              is no need to implant a second. A Pet Identification Microchip should last the
              lifetime of the animal, and the corresponding registration information can be
              updated with new owner information.
         ii. If the scan is negative, staff shall proceed with the implantation.
    B. Whenever possible a second trained person shall assist by restraining and comforting the
        animal during the implantation.
    C. The implanter shall scan the microchip package in order to confirm that the microchip
        works and that the microchip number matches the number printed on the package.
    D. The microchip package should include the microchip and needle; both of which should be
        kept sterile by the sealed packaging. Staff shall not use a microchip from a package in
        which the sterility appears to have been compromised (torn packaging).
    E. The implanter shall remove the microchip and needle from the packaging and attach to an
        injector device.
    F. The implanter shall remove the protective cap from the needle.
    G. With one hand, the implanter shall raise the loose skin between the animal's shoulder
        blades.
    H. With the other hand, the implanter shall insert the needle underneath the loose skin. The
        implanter shall be careful not to insert too far and pass the needle through the other side
        of the cavity.
    I. Once the needle is inserted below the skin, the implanter shall press the plunger on the
        injector.
    J. The implanter shall withdraw the needle from the injection site. Staff may then press a
        sterile cotton swab onto the injection site to control any bleeding.
    K. Staff shall check the area around the injection site to confirm that the microchip is not
        loose on the surface or in the animal’s hair.
    L. Staff shall pass the scanner over the injection site, preferably in the owner’s presence, to
        confirm that the microchip has been successfully implanted.




 Chapter VI - Section 8                                                                 Page 237
3. Owner Care. Staff shall advise the owner not to bathe or roughly pet the animal near the
   injection site for a minimum of seven (7) days. The microchip could become dislodged from
   the injection site.
4. Wasted Microchips. Any chip that falls on the floor, or is otherwise compromised for
   sterility, shall be deemed unusable. Staff shall not discard the microchip, since it may be
   returned to the manufacturer for credit.




 Chapter VI - Section 8                                                              Page 238
 CHAPTER VII - VOLUNTEER PROGRAM

 VII.1 - VOLUNTEER PROGRAM
1. Purpose. The Volunteer Program of the Animal Center of the Mesilla Valley (hereinafter
   “Center”) is intended to actively serve and support the Center and its staff members in their
   efforts to care for and improve the lives of the animals of our community.
    A. The purpose of this document is to provide overall guidance, structure, and direction to
         the Center staff members and Volunteers throughout the Volunteer Program and process.
           i. These guidelines and policies do not constitute, either implicitly or explicitly, a
               binding contractual or personnel agreement.
          ii. The Center reserves the right to change any of these policies at any time and to
               expect adherence to the changed policies.
2. Scope. Unless specifically stated, these policies apply to all Volunteers in all programs and
   projects undertaken on behalf of the Center and to all sites of operations. Additional rules and
   regulations governing Community Service Volunteers are stated in Chapter VII, Section 5 of
   this Manual.
3. Volunteer. For the purposes of this Manual, the definition of a “Volunteer” shall be anyone
   who, without compensation, performs a task at the direction and on behalf of the Center.
    A. Each person wishing to become a Volunteer with the Center shall complete a Volunteer
         Application or a Community Service Agreement.
    B. Approval of each application shall be required by the Volunteer Coordinator or designee.
    C. A Volunteer shall be officially registered and enrolled in the Volunteer Program prior to
         performance of any task at the direction or on behalf of the Center.
    D. A release shall be signed by the parent or guardian of any Volunteer under eighteen (18)
         years of age prior to entering the Volunteer Program.
    E. Any Volunteer under sixteen (16) years of age shall be accompanied by a Volunteer
         eighteen (18) years of age or older while performing within the Volunteer Program.
    F. There shall be at least one (1) Volunteer eighteen (18) years of age or older
         accompanying every three (3) Volunteers under sixteen (16) years of age.
    G. Volunteers shall not be considered employees of the Center.
4. Volunteer Coordinator. The Administrative Supervisor or designee shall be responsible for
   supervising the Volunteer Program and the Volunteer Coordinator.
    A. The Volunteer Coordinator or designee, under the supervision of the Administrative
         Supervisor or designee, shall provide a central contact, offering coordinated and effective
         management under the Center guidelines for the benefit of staff and Volunteers in their
         efforts to provide productive services.
5. File Management. Records on each Volunteer shall be maintained throughout the Volunteer
   Program in either the Administrative Supervisor’s Office or the Volunteer Coordinator’s
   Office.
    A. Records shall include dates of Volunteer Service, positions held, duties performed,
         evaluation of Volunteer performance, training attended, and awards/recognitions
         received.



 Chapter VII - Section 1                                                                 Page 239
         B. Volunteer records, including application, reference checks, and background checks, shall
             be kept confidential whenever possible.
         C. Each Volunteer shall be responsible for submitting and updating information contained in
             their files to the Administrative Supervisor’s Office.
 6.     Dress Code. Volunteers are representatives of the Center and shall be responsible for
        presenting a positive image to constituents and the community.
         A. Each Volunteer shall dress appropriately for the conditions and performance of his or her
             duties.
         B. Any Volunteer that serves in a capacity of a presenter, speaker, or other face-to-face
             constituent contact shall wear a Center name tag.
         C. Any Volunteer, who works as support in an office situation, shall dress according to the
             code of that particular office.
         D. Any Volunteer tasked with handling animals directly shall dress in full leggings and
             closed-toed footwear.
         E. Each Volunteer shall be informed of the dress standard for his or her duties at the time of
             assignment.
 7.     Attendance. Volunteer attendance is vital to the operation of each program.
         A. Generally, in order to remain active in the Volunteer Program, the Center shall require a
             minimum four (4) month commitment to the Program.
               i. Exceptions to this general rule may be made by the Administrative Supervisor or
                   designee for Community Service Volunteers or any other Volunteers performing
                   unique or specialized tasks.
              ii. Dependability shall be required of each Volunteer.
             iii. If a Volunteer commits to a service and finds he or she cannot fulfill his or her
                   obligation, he or she shall notify the Volunteer Coordinator or the Office of the
                   Administrative Supervisor at least forty-eight (48) hours in advance.
         B. When a Volunteer does not fulfill his or her assignment it affects more than the fellow
             Volunteers; it also affects the animals and the overall operations and services of the
             Center.
               i. When an assignment is completed effectively and thoroughly it will allow more to
                   be done for the animals elsewhere.
              ii. Respecting the work of others will benefit all.
 8.     Leave of Absence. Volunteers may request a leave of absence with the approval of the
        Volunteer Coordinator.
         A. This leave of absence shall not alter or extend beyond the previously agreed ending date
             of service.
 9.     Change of Placement. Volunteers may request a change in placement at anytime during their
        Volunteer Service.
         A. If a Volunteer elects to be reassigned, the Volunteer shall apply for the Volunteer position
             and receive all necessary training.
10.     Training. Each Volunteer shall receive training as part of his or her Volunteer Service with
        the Center.



      Chapter VII - Section 1                                                                Page 240
         A. Each non-Community Service Volunteers shall complete a Volunteer Orientation, on-the-
              job or program training, and participate in continuing education courses.
                 i. Orientation shall provide an overview of the Center, its mission, history, goals, and
                    the Volunteer rules and regulations.
                ii. The Orientation shall be designed to provide a structure for volunteering.
              iii. Volunteer Orientation shall be held monthly, or as often as deemed necessary by the
                    Administrative Supervisor in coordination with the Volunteer Coordinator.
               iv. Each Volunteer shall receive a notification in advance of any scheduled Orientation;
                    and an immediate response shall be required of the Volunteer in order to ensure well
                    orchestrated and productive meetings.
         B. Training for specific Volunteer assignments or positions shall be provided by the
              Volunteer Coordinator, the Supervisor of that Section, or by a designated lead-work of
              that Section.
                 i. The training shall detail the skills and knowledge necessary to perform each
                    Volunteer assignment.
11.     Evaluation. Each Volunteer shall receive periodic performance evaluations.
         A. The evaluations shall allow for a Volunteer and the Volunteer Coordinator or designee to
              suggest changes, seek suggestions, and enhance the relationship between the Volunteer
              and Center staff.
         B. The evaluation shall be a discussion period; and both the Volunteer and Volunteer
              Coordinator or designee shall establish an open line of communication.
         C. Each Volunteer shall assess his or her own strengths, limitations, and biases; and shall
              remain open to constructive feedback.
12.     Dismissal. The Center reserves the right to terminate a Volunteer’s service or deny acceptance
        of enrolment if, at the sole discretion of Center administration, such a decision appears to be in
        the best interest of the Program and/or Center operations.
13.     Recognition. Continuing recognition of Volunteers and their performance is vital and shall
        occur throughout the year.
14.     Conduct. Each Volunteer shall be expected to follow rules of conduct that shall protect the
        interest and safety of all Volunteers, members of the Center staff, members of the general
        public, and the animals themselves.
         A. Each Volunteer shall support the mission and goals of the Center, always following its
              policies and procedures.
         B. Each Volunteer shall respect the professional and expert opinions and decisions made by
              Center employees in accordance with Center policy and procedures, whether or not the
              Volunteer ultimately agrees with those opinions or decisions.
         C. The following are some examples of inappropriate conduct which could lead to dismissal:
                 i. Theft or inappropriate removal or possession of Center property or that of any
                    Center Volunteer, staff member, agent, or visitor.
                ii. Improper use of Center property or property owned by any other individual or
                    organization.




      Chapter VII - Section 1                                                                  Page 241
         iii. Inappropriate use of telephones, computer equipment or systems, mail system, email
               system, facsimile machines, or other Center-owned or City-owned equipment.
          iv. Alteration or falsification of any Center reports or records.
           v. Unauthorized disclosure of Center proprietary or confidential information.
          vi. Unauthorized photography of Center premises or personnel.
         vii. Participation in any Volunteer activities or programs while under the influence of
               alcohol or illegal drugs; and/or illegal or unauthorized possession, distribution, sale,
               transfer, or use of alcohol or illegal drugs in the Volunteer environment.
        viii. Creating a disturbance on the Center premises, at sponsored activities, or in areas
               which could jeopardize the safety of others.
          ix. Violation of Center, federal, state, or local safety and health rules.
           x. Failure to satisfactorily perform duties as assigned by the Center.
          xi. Disrespectful conduct towards other Volunteers, members of the Center staff, or
               members of the general public.
         xii. Gross misconduct.
        xiii. Failure to cooperate fully in any Center investigation.
        xiv. Any other behavior that is deemed detrimental to the overall mission or success of
               Center operations.
     D. A Volunteer shall not touch, feed, medicate, remove, or otherwise handle any animal on
         the Center premises or at any off-site event without the explicit authorization from the
         Volunteer Coordinator or other supervising Center staff member.
            i. This shall include but not be limited to animals that have been left, abandoned, or
               dropped-off at the Center facility in the “Drop-Off Cages” or otherwise.
     E. Each Volunteer shall treat all animals humanely and with respect and kindness.
            i. A Volunteer shall never abuse or neglect any animal.
           ii. If a Volunteer witnesses what appears to be the mistreatment of an animal or
               unethical behavior, he or she shall immediately report the situation or incident to the
               Volunteer Coordinator or designee.
15. Smoking. The Center intends to provide a safe, healthy, and clean working environment.
     A. Smoking shall be prohibited upon Center premises except within personal vehicles.
     B. Smoking shall also be prohibited at any Center-related activities or events.
16. Drug-Free Environment. The Center shall provide a drug-free, healthy, and safe
    environment.
     A. While on Center premises or while conducting Center-related activities away from Center
         premises, a Volunteer shall not use, possess, distribute, sell, or be under the influence of
         alcohol or illegal drugs.
     B. Occasionally, the Center may sponsor events where alcohol is served.
            i. In such situations, Volunteers who consume alcohol shall be expected to act in a
               responsible manner.
           ii. The legal use of prescribed drugs shall be permitted during Volunteer Service only if
               it does not impair a Volunteer’s ability to perform the essential functions of the




   Chapter VII - Section 1                                                                  Page 242
               Volunteer position effectively and in a safe manner that does not endanger other
               individuals in the workplace.
                a. A Volunteer shall advise the Volunteer Coordinator or designee if he or she is
                     taking any prescription or over-the-counter drug which could adversely affect
                     safety or performance.
                        • The Volunteer shall not be asked or required to disclose the drug or type of
                          drug.
17. Safety and Liability.
    A. If a Volunteer is injured in the course of the Volunteer’s Service, the Volunteer shall
         notify the Volunteer Coordinator or designee immediately.
           i. A Volunteer shall also cooperate with the completion of an incident report submitted
               by the Volunteer Coordinator or designee.
     B. The Center’s general liability coverage, with some limitations and exclusions, shall
         protect Volunteer workers for covered injury or damage that results from activities or
         service that Volunteers conduct or perform at the Center’s direction and within the scope
         of their duties for the Center.
    C. The Center’s general liability coverage shall not provide coverage to Volunteers
         themselves for liabilities they may have incurred for their own actions.
    D. The Center’s Volunteer accident insurance coverage shall cover some injuries to
         Volunteers while Volunteers are performing Volunteer Service on behalf of the Center.
           i. In some instances, Volunteers shall be asked to sign a release absolving the Center
               of liability when Center Volunteers voluntarily and knowingly subject themselves to
               certain risks while performing Volunteer Services on behalf of the Center.
     E. A Volunteer shall contact the Volunteer Coordinator or designee with any questions or
         for more information regarding the insurance and liability coverage.
18. Emergency Closings.
    A. If a Center office or event should close or reschedule, the Volunteer Coordinator shall
         notify each Volunteer scheduled to perform service via phone or e-mail of such closing.
19. Safety and Security.
    A. Each Volunteer shall be responsible for using the following common-sense suggestions to
         help ensure a safe environment:
           i. Each Volunteer should be aware of any unknown person who comes into his or her
               area and is not accompanied by a Center staff member.
          ii. A Volunteer should never leave his or her purse, wallet, or other valuable items
               unattended.
                a. Accordingly, such items, as well as any articles found within them, may be
                     inspected by any agent or representative of the Center at any time, either with
                     or without prior notice.
                b. The Center shall not be responsible for lost or stolen personal property.
                c. The Center shall not reimburse a Volunteer for any personal property which
                     disappears from the Center premises or other event site.




   Chapter VII - Section 1                                                                 Page 243
20. Use of Center Property. Volunteers shall not use or gain access to any Center property or
    equipment without authorization from the Executive Director or designee.
     A. Equipment and Vehicles. Any equipment, machines, tools, or vehicles which appear to
          be damaged, defective, or in need of repair shall be immediately reported to the Volunteer
          Coordinator or designee.
            i. Prompt reporting of damages, defects, and the need for repairs could prevent
               deterioration of equipment and possible injury to others.
     B. The Volunteer Coordinator or designee shall answer or obtain answers for any questions
          posed by any Volunteer regarding the Volunteer’s responsibility for maintenance and
          care of equipment or vehicles used during a Volunteer assignment.
     C. Center-owned or leased equipment and vehicles shall to be used for Center business
          purposes only, and may not be borrowed or otherwise used for personal use.
     D. The Center may decide, in its sole discretion, to deny certain Volunteers the use of
          Center-owned or leased vehicles.
     E. Each Volunteer shall have a valid New Mexico driver’s license in order to operate a
          Center-owned or leased vehicle.
            i. There shall be a continuing obligation on the Volunteer’s part to notify the
               Volunteer Coordinator or designee of any suspension or revocation of the
               Volunteer’s driver’s license at any time throughout the Volunteer’s Service.
           ii. The Center shall perform random checks with appropriate state motor vehicle
               departments on the status of the licenses of those Volunteers who use Center
               vehicles.
          iii. Volunteer use of a Center vehicle without a valid driver’s license may result in
               disciplinary action up to and including dismissal.
     F. Any Volunteer who is involved in an accident while using a Center-owned or leased
          vehicle shall report the accident immediately to the Volunteer Coordinator or designee.
            i. Any vehicle owned or leased by the Center shall be covered under the Center’s
               Business Auto Policy.
21. Telephones and Mail Services. Center telephones and mail services are for business purposes
    and no personal phone calls or mailings shall be permitted.
22. Computer Usage. On some assignments, the Center may provide computers, email, and
    internet access to assist Volunteers in performing their assignments or duties.
     A. Computers, email, and internet access shall be used for business related purposes only.
     B. Personal business shall not be conducted during Volunteer time.
23. Return of Property. Volunteers shall be responsible for Center property, which includes all
    materials, files, keys, passwords, or any other written or electronic information issued to a
    Volunteer or in a Volunteer’s possession or control.
     A. All Center property shall be returned upon dismissal or termination of Volunteer Service.
     B. The Center may take all actions deemed appropriate to recover or protect Center property.




   Chapter VII - Section 1                                                               Page 244
 VII.2 - VOLUNTEER POSITIONS
1. General. The Animal Service Center of the Mesilla Valley (hereinafter “Center”) shall offer
   many opportunities for Volunteers to assist and support the Center staff and to provide
   additional care to the animals of the community. Such opportunities shall be divided into
   separate Volunteer Positions, each requiring training to be arranged by the Volunteer
   Coordinator or designee. The Volunteer Coordinator or designee shall be responsible for
   scheduling Volunteer service hours and assignments. At the discretion of the Executive
   Director or designee, such Volunteer Positions may include:
    A. Dog Exercise and Socialization. Well trained Volunteers provide an opportunity for
        exercise and socialization to many of the dogs and puppies, which may be housed at the
        Center for an extended period of time. This position requires patients and tentativeness
        from the Volunteer. Volunteers must be willing commit to using the approved animal
        handling techniques designed specifically for a shelter environment. Guidelines
        regarding this Volunteer Position, are detailed further in Chapter VII, Section 3 of this
        Manual.
    B. Foster Home Program. Volunteer Foster Parents provide care at home for very young
        animals, nursing mothers with litters, and/or adult animals recovering from illness or
        injury. This Volunteer Position requires the approval of an additional application and
        interview. Guidelines regarding this Volunteer Position, are detailed further in Chapter
        VII, Section 4 of this Manual.
    C. Offsite Adoption Event Assistant. Volunteers assist and support Center staff in setting
        up off-site Adoption Events, and assist with the handling and caring for of the Center’s
        adoptable animals while they search for new loving homes.
    D. Humane Education Outreach. Volunteers participate and assist with educational
        presentations at schools, churches, clubs, and other organizations regarding pet ownership
        responsibilities, preventing animal abuse, and combating pet overpopulation in our
        community.
    E. Pet Photography. Volunteers assist Center staff in photographing adoptable animals to
        be posted on the Center’s web site, in local news papers, and in other printed materials.
    F. Animal Care Assistance. Well trained Volunteers assist Center staff in cleaning and
        providing comfortable housing to the animals housed at the Center. Additional tasks may
        include laundering animal bedding and/or washing animal food and water bowls.
   G. Animal Grooming. Well trained Volunteers comb, clip, trim, and bathe many of the
        animals housed at the Center in need of relief from painful coat conditions or just in need
        of some beautification.
   H. Office Assistance. Volunteers supplement the Center’s Office staff with answering
        phone calls, greeting the public, assembling adoption packets, making photocopies, and
        more.
    I. Adoption Counseling. Volunteers assist Center staff in finding life-long, responsible
        homes for the Center’s companion animals.
2. With the approval of the Executive Director or designee, additional Volunteer tasks or
   assignments may be arranged and offered by the Volunteer Coordinator or designee.




 Chapter VII - Section 2                                                                Page 245
 VII.3 - CANINE SOCIALIZATION AND EXERCISE
1. Getting Started.
   A. Each Volunteer shall Sign-In at the Volunteer Station in the Receiving Office.
          i. For volunteer groups, each participant in attendance, each group supervisor, and the
              name of the organization for which the group is volunteering shall be listed on the
              sign-in sheet.
         ii. The Volunteer Station shall contain CLEAN slip-collars, trash baggies, dog treats,
              and volunteer name tags.
   B. Each Volunteer shall take a pocket full of small brown or tan colored treats.
          i. Large treats shall be broken into smaller pieces; otherwise they can clog drains.
   C. Each Volunteer shall take a few baggies for picking up after his or her dog.
          i. Each Volunteer shall be welcome and encouraged to bring baggies from home;
              reused “Wal-Mart” bags work wonderfully.
   D. All nylon slip-collars shall only be used once before being put through the laundry.
   E. Chain slip-collars may be disinfected after each use with the hand-sanitizer spray bottles
        located in the Adoptable Dog areas.
          i. Volunteers shall ask the assigned Kennel staff member to help locate if needed.
         ii. The chain slip-collar shall be wiped off with a paper towel after spraying.
   F. Rope toys may be used on the “Puppy Patio,” but should also be put through the laundry
        or steam-cleaning dishwasher after each use to be disinfected.
   G. Clip-on leads/leashes shall be located on the rack in the larger breed Adoptable Dog area.
          i. The clip-on leashes should only be used in conjunction with the slip-collars or well-
              fitting harnesses.
2. Choosing a Dog.
   A. Partner Up! Each Volunteer shall have at least one (1) partner with him or her at all
        times while handling dogs.
   B. Each Volunteer shall choose a dog that he or she is capable of handling.
   C. If more than one (1) dog is going to be walked at the same time, each must be from the
        same kennel run or pen.
          i. Volunteers shall never walk dogs from different kennel runs or pens together.
         ii. Dogs from different kennel runs may not get along and may spread illness.
3. Removing Dogs from a Holding Run or Pen.
   A. Volunteers shall be prepared for a lot of noise.
          i. Many of the dogs in the Adoptable Dog areas may become very excited when they
              realize they might get a chance to go for a walk.
         ii. When a dog becomes overly excited it may lead to squabbles among roommate
              dogs.
        iii. It is important for the Volunteer to be quick and maintain control when removing a
              dog from one of the Adoptable Dog areas to decrease the chances of dog fights.
   B. To remove a dog from a kennel run:
          i. The first Volunteer shall open the cage door just enough to enter.
          ii. As the first Volunteer enters the run, he or she shall use his or her body to block the
              entrance and prevent the dog(s) from running past and escaping.




 Chapter VII - Section 3                                                                   Page 246
         iii. The second Volunteer shall stay just outside of the holding run, ready to assist and
              block any dog attempting to escape.
         iv. Once in the run, the first Volunteer shall place the slip-lead or slip-collar with a clip-
              on leash around the dog’s neck.
               a. The Volunteer shall avoid using regular belt or clip-on collars when handling a
                  dog. A slip-lead or slip-collar will ensure that the dog does not slip out and
                  escape.
               b. The Volunteer may use a well-fitting, secure harness with a clip-on leash; this
                  too should prevent the animal from slipping our and escaping.
          v. Once the dogs are securely collared, leashed, and under the control of the first
             Volunteer, the second Volunteer shall open the cage door slightly and take hold of
             the leash of the dog that he or she is planning to walk.
         vi. The first Volunteer shall hold onto his or her dog securely, keeping the dog in the
             holding run while the second Volunteer removes his or her dog from the holding
             run.
              a. Volunteers shall make sure that the intended pathway in the Adoptable Dog
                   area is clear.
       vii. If the pathway is clear, the second Volunteer shall close the cage door behind him or
            her and quickly exit the Adoptable Dog area.
      viii. Once the second Volunteer has exited the area, the first Volunteer shall open the
            kennel run door and quickly follow with his or her own dog securely leashed.
   C. To remove a puppy or small breed adult dog from a holding pen the Volunteer shall
       request the assistance of the assigned Kennel staff member.
         i. The Kennel staff member shall remove the dog from the pen, and should be able to
            say if the Puppy Patio is already occupied or not.
             a. The Volunteer shall be patient and keep in mind that the Kennel staff member
                  must assist potential adopters before assisting Volunteers.
        ii. The puppies or small breed dogs may be carried out to the Puppy Patio.
       iii. If there are small breed adult dogs available to be walked on the Trail or taken out to
            other socialization/exercise areas, they must be collared and leashed.
             a. If possible, it is better to carry the small breed dogs when passing through the
                  larger breed Adoptable Dog area.
                     • This should cause less chaos with the other dogs.
4. Where to Go.
   A. If the Volunteer is taking dogs out onto the Puppy Patio, he or she shall remember that
       potential adopters have first choice to use the Patio. Getting these dogs adopted is what
       we are here for!
         i. Again, when taking more than one (1) dog out to the Patio, the dogs must be from
            the same pen.
        ii. The Volunteer shall make sure the Puppy Patio is disinfected after each use.
             a. The Volunteer shall inform the assigned Kennel staff member after each use,
                  and he or she shall disinfect the Patio.
                     • Again, the Volunteer shall be patient.
             b. The Volunteer shall not attempt to disinfect the Patio him or herself.




 Chapter VII - Section 3                                                                    Page 247
               c. If a dog defecates while out on the patio, the Volunteer shall be sure to have it
                   scooped up before the dog makes a bigger mess out of it.
       iii. Puppies, and any adult small breed dogs being housed with puppies, shall NOT be
             taken out to the dirt areas.
              a. Dirt is difficult to disinfect and can easily harbor disease.
              b. Puppies are much more susceptible to these diseases and shall only be taken
                   out onto the cemented socialization/exercise areas.
               c. Adult dogs being housed with puppies can easily bring disease back into the
                   pen on their feet and in their coat.
              d. If a Volunteer is unsure which dogs are considered puppies, he or she shall ask
                   the assigned Kennel staff member.
   B. If the Volunteer is taking dogs out to a dirt floor exercise area, he or she shall keep in
       mind that potential adopters also have first choice of this area.
          i. The Volunteer shall clean up all defecation.
         ii. Used toys shall be put through the laundry, and ruined toys shall be placed in the
             waste bin.
   C. If the Volunteer is taking dogs out to the Trail, he or she shall maintain a safe distance
       from other Dog-Walkers.
          i. Again, dogs from separate holding runs may not get along and potential dog fights
             shall always be avoided.
         ii. The Volunteer shall tick to the marked dog walking trails.
5. Returning Dogs to the Holding Run or Pen.
   A. To return a dog to a holding run:
          i. The Volunteer shall open the cage door fairly wide.
         ii. One (1) Volunteer shall enter the kennel run with both dogs, closing the cage door
             behind him or her.
       iii. Once inside, the Volunteer shall remove the leashes and collars, slipping them out
             through the fencing to the partner.
        iv. While exiting the Volunteer shall, again, only open the door slightly, using his or
             her body to block any escape path for the dogs.
         v. The partner shall remain just outside of the holding run ready to assist and grab any
             dog attempting to escape.
   B. To return a puppy or adult small breed dog to a holding pen:
          i. Again, the Volunteer shall request assistance from the assigned Kennel staff
             member, and he or she shall return the dog into the pen.
6. Conclusion. After each walk or social:
   A. The Volunteer shall place all used nylon collars and used toys into the laundry or dish
       room, depending on the type.
   B. The Volunteer shall disinfect all used chain slip-collars.
          i. If the Volunteer is done with the chain slip-collars, he or she shall return them to
             either the rack in the Adoptable Dog area or the Volunteer Station drawer.
   C. Each Volunteer shall disinfect his or her hands, using the hand-sanitizer spray bottles.
          i. Each Volunteer shall then wash his or her hands with soap in the sink.
   D. The Volunteer shall note on the Dog-Walking Log which dog was walked and any other
       pertinent information.




 Chapter VII - Section 3                                                                 Page 248
   E. The Volunteer may either move on to another dog to be walked or head back to the
       Volunteer Station to “clock-out.”
7. Additionally.
   A. A Volunteer shall never attempt to directly break-up a dog-fight with any part of his or
       her body.
         i. If the dog the Volunteer has leashed begins fighting with another dog, he or she
            shall immediately pull the dog away with the leash.
        ii. If the Volunteer does not already have control of the dog, he or she shall
            immediately notify a member of the Center staff, so that he or she can handle the
            situation.
   B. Each Volunteer shall voice any concerns he or she may have to the Volunteer
       Coordinator or designee; including any injuries or possible illness the Volunteer may
       observe in the Adoptable Dog population.
   C. A Volunteer shall never let a dog off the leash while not in a secure enclosure.
   D. A Volunteer shall never prop open any of the doors to the Adoptable Dog areas.
         i. If a Volunteer needs a door unlocked, he or she shall advise the Volunteer
            Coordinator or designee.




 Chapter VII - Section 3                                                              Page 249
 VII.4 - FOSTER HOMES
1. Purpose. The Animal Service Center of the Mesilla Valley (hereinafter “Center”) has in place
   a network of volunteer foster homes. The purpose of this program is to find temporary
   placements for animals that are in need of nurturing or medical care in order for them to reach
   a higher level of adoptability. This program shall be separate from the Center’s Foster-to-
   Adopt program.
2. General. The Executive Director or designee shall be responsible for authorizing foster home
   relationships and the placement of animals into such homes. Any animal placed into a foster
   home shall remain the property of the Center during the foster period. Upon request by Center
   administration, the Foster Parent shall return any and all foster animals as soon as reasonably
   possible to the Center.
    A. The circumstances in which a foster home may be utilized shall include, but shall not be
         limited to:
            i. An animal recovering from a treatable illness or malnutrition;
           ii. An animal recovering from minor injury;
         iii. An animal too young and fragile for adoption; and/or
          iv. An animal with special needs that require the comforts of a home environment while
               awaiting placement with a new adoptive parent.
    B. Each potential Foster Parent shall submit a Foster Program Application and sign a Foster
         Care Agreement.
            i. The Foster Program Application shall include:
                 a. The applicants contact information;
                b. A detailed description of the living conditions at the applicants home;
                 c. A detailed list of other pets living at the applicants home;
                d. The applicants regular Veterinarian; and
                 e. The type of animal the applicant is interested in fostering.
           ii. The Foster Care Agreement shall include the requirements set forth in this
               document.
    C. The Foster Parent shall:
            i. Adequately and humanely provide for the foster animal under his or her care at all
               times;
           ii. Account for any foster animal under his or her care at all times, and immediately
               report the escape of any foster animal under his or her care to the Center;
         iii. Closely monitor the foster animal under his or her care for signs of illness or injury,
               or a decline in over all health condition;
          iv. Notify the Center immediately upon signs of injury or illness, or upon the death of
               the foster animal;
           v. Deliver the remains of any deceased foster animal to the Center during regular
               operational hours for verification purposes;
          vi. Abide by and follow any and all decisions made by the Center administration
               regarding the treatment, return, and/or disposition of the foster animal; and



 Chapter VII - Section 4                                                                  Page 250
     vii. Submit to scheduled inspections of the animal housing areas on his or her property
           either by a designated Center staff member or by an Animal Control agency of
           competent jurisdiction at the request of the Executive Director.
  D. The Center shall not be financially responsible for any damages sustained to Foster
     Parent’s property as a result of foster care, nor for any costs he or she might incur through
     his or her own pet’s medical bills that might have resulted from contact with the foster
     animal.
  E. A Foster Parent shall be provided with wholesome pet food, cat litter (if needed), basic
     medical care, and instruction and counseling to aid in his or her service.
       i. Treatment provided by an outside veterinary service to a fostered animal shall
           require prior approval by the Executive Director or his or her designee.
      ii. The Foster Parent shall be financially responsible for all expenses related to
           treatment provided by an outside veterinary service.




Chapter VII - Section 4                                                                Page 251
 VII.5 - COMMUNITY SERVICE PROGRAM
1. Purpose. The Community Service Program of the Animal Service Center of the Mesilla
   Valley (hereinafter “Center”) shall be a subsection of the Center’s Volunteer Program. The
   Community Service Program shall be in place for short-term or definite-term Volunteer
   Service, typically assigned in hourly increments by a third-party program or authority.
    A. The purpose of this document is to provide overall guidance, structure, and direction to
         the Center staff members and Volunteers.
2. Service Agreement. Each Community Service Volunteer (hereinafter “Com-Server”) shall
   sign a Community Service Agreement form and a Release of Liability form prior to
   commencement of service.
    A. Persons wishing to volunteer in a Community Service capacity, as assigned by a Judge or
         other person of authority, shall not be allowed to perform such service with the Center if
         the assignment is in response to a violent crime committed by the person.
3. Record of Hours. Each Com-Server shall maintain a record of his or her hours worked via the
   Center’s time-card system.
    A. The Com-Server may take a photo copy of his or her time-card, however, the time-card
         itself shall remain filed in Center records throughout the Volunteer Service and following
         the conclusion of service.
    B. The Volunteer Coordinator or designee may confirm time worked by the Com-Server on
         the Com-Server’s third-party paperwork.
           i. Such confirmation may occur daily or at the end of service, depending on the third-
               party requirements.
4. Supervised Work. Each Com-Server shall be assigned to an on-duty Center staff member at
   all times.
    A. The designated staff member shall be responsible for supervising the work of the Com-
         Server and training the Com-Server for each task or assignment.
    B. Upon arrival for service, the Com-Server shall clock-in and inform Office staff members
         that he or she is ready to work. The Office staff member shall then notify the Volunteer
         Coordinator or designee.
    C. The Volunteer Coordinator or designee shall be responsible for assigning the Com-Server
         to a task under his or her supervision, or assigning the Com-Server to another member of
         the Center staff.
5. Prohibited Activities. Due to the short-term nature of the service, Com-Servers are restricted
   from taking part in certain activities requiring lengthy training.
    A. A Com-Server shall not handle animals from the general population.
           i. A Com-Server may only handle known sociable animals under direct supervision by
               the designated staff member.
    B. A Com-Server shall not mix any disinfectant solution.
           i. The hazards associated with the use of each disinfectant solution or other cleaning
               solution shall be explained by the designated staff member to the Com-Server.
    C. Each Com-Server shall “clock-out” during any breaks lasting more that five (5) minutes.




 Chapter VII - Section 5                                                                Page 252
        i. A Com-Server shall not be allowed to wander the Center facility while on break or
           at any other time.




Chapter VII - Section 5                                                            Page 253
 CHAPTER VIII - GENERAL MAINTENANCE

 VIII.1 - GENERAL MAINTENANCE

1. General. It shall be the responsibility of the Building Maintenance Worker to develop and
   follow a maintenance plan that will encompass all daily, monthly, and yearly maintenance
   activities; moreover, to ensure that each structure, piece of equipment, vehicle, and grounds is
   maintained in a manner consistent with this plan.
    A. The Building Maintenance Worker shall be responsible for monitoring, maintaining, and
         making repairs to Center buildings and other structures as needed.
    B. The Building Maintenance Worker shall be responsible for maintaining general facility
         landscaping; and for maintaining the landscaping irrigation system as needed.
    C. The Building Maintenance Worker shall be responsible for maintaining and repairing all
         animal housing structures and animal handling devices as needed.
    D. The Building Maintenance Worker shall be responsible for maintaining pest control in the
         Center facility, such as combating and discouraging rodent and insect infestations.
    E. The Building Maintenance Worker shall be responsible for servicing large Center
         equipment, such as the heating, ventilation, and cooling system (HVAC); laundry
         washers and dryers; dishwashers; and freezers and refrigerators as needed.
           i. The HVAC filters shall be replaced every three (3) months or sooner if needed.
          ii. The HVAC air duct vents shall be cleaned monthly throughout the facility.
    F. The Building Maintenance Worker shall be responsible for having each Center vehicle
         serviced every three (3) months; and for having each vehicle receive a yearly tune-up.
           i. Repairs to Center vehicles shall be made as needed.
2. Contracted Maintenance. As is deemed necessary by the Executive Director or designee, the
   Center may contract certain maintenance activities to outside vendors. These activities may
   include, but are not limited to: electrical work, plumbing, equipment repair, pest control, and
   landscaping.
    A. The maintenance responsibilities and services of any contracted parties shall be overseen
         by the Building Maintenance Worker.




 Chapter VIII - Section 1                                                               Page 254

				
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