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Animal
Care and Shelter Operations
 FEEDING
& WATERING
Doing as much research as possible for each species and breed
of animals in your care will ensure that they get the best
nutrition possible for every stage of their lives. Speaking
to veterinarians, animal nutritionists or other sanctuaries
will help you establish a proper feeding protocol. For example,
factory layer hens require a completely different diet then
the broiler or exotic breeds. Giving an improper diet to any
of these specific breeds can shorten their life span or lead
to multiple health problems.
The proper feeders for each species are also very important.
There are a variety of different types of feeders that can
be purchased or made for each species. Hay feeders and racks
for ruminants need to be specifically designed for the animal.
Openings that are too big or too small can lead to injury.
Feeders for birds come in all different designs. Some allow
for a great deal of food waste, which is not only an expense
but can lead to rodent problems. Choosing a feeder that the
birds cannot get into and kick the food out is a good way
to prevent this. Again, visiting other sanctuaries, veterinary
hospitals or even online will help you make the best decision
for each group of animals in your care.
Know how much water your animals will need and the most efficient
methods to get the water to them. If you have a herd of fifteen
cattle you will want a water tank or an auto water unit that
can handle that number. A cow drinks between 10 and 30 gallons
of water per day, so using bowls of water would make it much
more difficult to provide for their needs. Also if you live
in a climate where temperatures dip below freezing, having
a unit that regulates temperature and does not allow the water
to freeze is imperative. Auto water units are available in
most feed and farm supply catalogs or online. These units
are more expensive at the onset; however, if the number of
animals in your care is large, the investment made will be
well-worth the time saved and the ease of care of the units.
 Always
keep your water units clean and provide fresh water daily
for every animal. If you use too large a tank for the number
of animals using it, you will waste a great deal of water
changing it daily. This is why picking a unit that is the
best size for the group is so important. Also, ensure that
each animal can access the water easily. Birds that are debeaked
may need a deeper water dish than is available with a standard
poultry water fountain, so be sure everyone can easily drink
from the unit you have chosen.Finally, budget your feed costs
carefully. Feed donations from grocery stores, bakeries, feed
or pet stores, or restaurants are a nice addition, but should
never be relied upon as your only source. As stated above,
different species need diets designed for their specific needs,
which will likely not be met by using donated feed.
 MEDICAL
AND HEALTH CARE
Only take in the number of animals that you can easily check
daily. If you do not have a staff, and you are the sole caregiver
for the animals living at your sanctuary, you need to be able
to see each individual and to notice any warning signs that
they are in distress or not thriving. Knowing each animal
individually will allow you to see any changes in their behavior,
appetite or weight, which can be a sign of a health problem.
Train all volunteers and staff members to watch for signs
of lethargy, poor appetite, abnormal feces, or strange behavior
and make sure each person is aware of some very specific signs
to watch for each species. For example, cattle and other ruminants
often grind their teeth when they are in pain or are extremely
anxious. The comb of a chicken flops to the side or turns
purple when they are getting sick. Learning the signs of health
problems within each species group will help you quickly diagnose
a problem and treat it before it worsens.
One of the first things you must learn before caring for
any species is proper restraint of the animal so you can check
them without causing serious injury to the animal or yourself.
Even with the smallest animals, improper handling can lead
to serious injury, even death. Rabbits, for example, can injure
or even break their spine if allowed to kick their back legs
while being lifted. Large animals, like cattle, can panic
and easily injure someone if not properly restrained for medical
treatments.
 Regular
health checks should also be done on each species. Take a
day out of each week and check a specific group. Check each
individual of that species completely, trimming nails or hooves,
checking eyes and teeth, looking for signs of loose feces
on the body, and doing any necessary parasite treatments.
This type of health check allows you to catch problems before
they become too serious and do basic maintenance that keeps
other problems from occurring.
If you do discover a sick animal or an animal who is not thriving,
it is best to work with a veterinarian to diagnose the cause
and treatment options. Often after you have been working with
the same species for years you will learn the signs of many
illnesses and be able to easily diagnose and treat them yourself,
but until then, it is always best to consult with a specialist.
Vets are imperative for surgical procedures, lab work and
vaccines that require administration by a licensed veterinarian.
It is more economical, however, to do basic health care such
as antibiotic treatments, most vaccines, and parasite treatments
yourself. Most medications, vaccines and other veterinary
supplies can be purchased through wholesale animal care and
veterinary supply catalogs.
 HOUSING
Each species has specific environmental and housing requirements
that should be researched prior to construction. If you are
starting with an existing building there may need to be adaptations
made for the species of animal that will be housed in the
facility. If you are planning on new construction, you should
create a barn or living area that fits the specific needs
of the animals that will inhabit this space. Always get estimates
from several contractors and include all costs from the permits
and foundation, including the electric and water lines.There
are many resources available to help you design farm animal
housing. One good resource is your local County Cooperative
Extension Agency. They often have small farm building plans
and how-to guides for the construction of farm animal housing.
There are currently many books on barn building as well as
resources on the web. Visit existing sanctuaries and get ideas
from their construction. The difference between the information
you can get at a sanctuary and what you will find in many
publications is that there are few resources for dealing with
older
animals or animals with special needs, which are often the
animals you will be housing. All animals need well-ventilated
barns with fresh airflow. They need outside access into an
enclosed area and the building should be free of sharp edges,
wires, nails, etc. The species of animal living in the barn
will help determine how much indoor and outdoor space is required.
INCOMING ANIMALS
 One
of the most important lessons to learn when taking in animals
is that you cannot rescue more animals than you are equipped
to handle. Even if you have plenty of barn space and pasture,
you must also have enough staff to adequately care for each
of the animals, as many will require special medical attention.
One of the biggest issues to arise with new shelters is taking
in too many animals before there are funds available to properly
care for them. If you take in animals before obtaining funds,
you will never find the time to get the money you need to
provide the care they require. Always expect extra costs –
most animals that you take in will be rescues and will most
likely have unforeseen health issues, that can deplete your
budget quickly. We ALL want to save every animal; however,
it is not feasible, and you will end up using all your time
and resources providing inadequate care.
For the safety of the residents at your sanctuary, animals
and humans alike, all incoming animals must be isolated with
strict disinfections and quarantine procedures followed. One
of the most important housing spaces that you will need is
an isolation area where existing residents have no contact
with any new arrivals. You need more than a fence – many
diseases are airborne. All caregivers, visitors and volunteers
who come in contact with animals
in isolation should follow a strict protocol, including an
isolation suit, boots or boot covers, gloves or hand disinfectant,
foot bathes, and; if there is fear of airborne disease, masks.
Train staff to wash their hands between visits with any new
animals and your existing population. It is also a good idea
to limit any non-staff from visiting new arrivals, until you
have had a chance to assess any possible illnesses, or behavior
problems. A separate hospital and rehabilitation facility
equipped with separate pens or stalls is the ideal option
to care for new animals.
Once the animals arrive, each should have a full body check.
Look for obvious health concerns such as external parasites,
diarrhea, lethargy, pink eye with ruminant animals, or other
symptoms pointing to disease or parasite infestations. Each
animal should have a fecal sample sent into a laboratory and
then treated for parasites accordingly. If there is fear of
any type of transmissible diseases, blood work or more extensive
fecal exams can be done. Animals should remain in isolation
for at least three to six weeks until they have a clean fecal
result and are no longer showing any signs of illness. Be
sure to get any suspicious symptoms diagnosed to ensure that
you are not missing any contagion that could harm your existing
population.
When you are ready to introduce animals, it is a good idea
to have a pen in the barn where they can see and sniff the
other animals nearby, without coming in full contact with
one another. This should last a week or so, depending on the
species being introduced. Each species reacts differently
when accepting a new member to their flock or herd. Once the
animals are introduced in the same barn they must be closely
observed. You should never leave new animals with your existing
group until it is obvious that they have welcomed their new
herd mate. Depending on the species, this can be very time
consuming. See our species specific health care sheets for
information on introducing new members to a group.
OUTGOING ANIMALS
Every sanctuary must develop a policy on animal release and/or
adoption based on your mission and goals of the organization.
Depending on the species adopted out, homes must be able to
provide appropriate housing, veterinary care and the financial
resources to provide for the animals’ life-long needs.
If you plan to institute an adoption program, write to other
sanctuaries, SPCA, humane societies, etc. and ask for a sample
of their adoption applications, agreements or contracts and
any information on their programs to help create a program
that will fit your needs. Additional considerations that must
be made when instituting an adoption program include retaining
legal custody of the animals and creating policies that allow
animals to be returned to the
sanctuary at any time if the placement does not work.
 RECORD
KEEPING
Keeping accurate vaccination and treatment records on each
animal is imperative to the health and well-being of the individuals
in your care. Each animal should be identified and given a
chart upon arrival. The chart should include the arrival date,
sex, breed, identifying marks, age on arrival (if known) or
approximate age, and a history of where they came from and
conditions they were living in if known. Each individual should
also be given a treatment history chart where every treatment
is recorded, from the first, to the last. Also include outgoing
information in your records. If the animal is deceased, was
he or she euthanized or did they die naturall? If adopted,
list all information of the adopter so they can be contacted
to check in on the animal’s health status.
Many animals from cruelty cases or abusive situations have
health problems or even chronic conditions, which should be
monitored for the duration of the animal’s life. Good
record keeping will enable you to develop better treatments
and care for future animals with the same conditions, and
are an imperative tool if attempting to prosecute for abuse
or neglect. In cases where the animals have been confiscated
by law enforcement.
 There
are numerous methods to identify animals, which should be
used if you are for multiple animals of the same species,
who cannot be easily identified by markings. Chickens, turkeys,
ducks and geese can be easily identified using numbered leg
bands with the numbers corresponding to their health care
charts. Leg bands are also available for sheep, goats and
cattle. Collars for cattle are also a good option, although
they are not good for sheep and goats, who can easily get
them caught, unable to free themselves. With all forms of
band or collar identification, it is important to check the
animals often, to ensure they have not slipped or become twisted
and are actually causing injury to the leg or neck. Also ensure
a proper fit making the band or collar tight enough so it
does not slip off the foot but loose enough so it does not
cut off circulation or rub.
Bands can be purchased at National Band and Tag Company,
721 York St., P.O. Box 72430, Newport, KY 41072-0430; Phone:
(859) 261-2035, and collars can be found through Nasco’s
online catalog service at www.enasco.com
Another method of identification is micro-chipping. We recommend
this only for animals such as pigs and rabbits, who cannot
be otherwise identified easily if they look similar. Also,
we recommend having it done by a licensed veterinarian, and
in conjunction with a pain medication, such as lidocaine,
since a large needle is used to insert the chip. If you have
large flocks of feral animals, micro-chips are also a good
option, since you may not be able to easily check other identification
methods often enough. Micro-chips and scanners can be purchased
from Schering-Plough, but must be ordered by a licensed veterinarian,
since both the chips and scanner require a prescription. Schering-Plough’s
Corporation World Headquarters are located at 2000 Galloping
Hill Road, Kenilworth, N.J. 07033-0530, Phone: (908) 298-4000.
Shelter
Regulations
LICENSES & PERMITS
Before starting a sanctuary, first decide what animals will
be living there and if you will need a permit to legally keep
and care for them on your property. Also ensure that you are
properly zoned not only for the species of animals you will
be housing, but also for the number of each species. Currently
there are no state or federal permits required to care for
food production animals (not including exotics sometimes used
in food production, such as ostrich or buffalo) so for animals
such as chickens, cattle, ducks, geese, donkeys, goats, pigs,
rabbits, sheep and turkeys, permits are not required currently.
The USDA or state department of agriculture may visit your
shelter to see if you need to be licensed as an exhibitor.
However, if your primary purpose is to house, feed and care
for farm animals, you should not be required to get an exhibition
permit; although, the laws are constantly changing. If a USDA
or other government agricultural agent visits your shelter,
you may want to use the opportunity to educate him or her
on the tremendous need for inspections and care regulations
at all animal agricultural facilities and ask if they have
plans to visit local or factory farms. If you do take in other
animals, including exotics or wildlife while also caring for
farm animals, you may have to get permits and go through regular
USDA inspections.
STATE VETERINARY REQUIREMENTS
Your state Department of Agriculture may require various disease
tests for specific animals before bringing them into the state
where they will reside. This is true both for animals you
are bringing into the shelter as well as those you are transporting
to adoptive homes. Find out exactly what the regulations are
and follow them to the letter. Often you will only need a
health certificate to transport, but if stopped without it,
the animals could be confiscated. With new diseases coming
to the attention of the public, the fear of transporting animals
across state lines has increased and will most likely continue
to do so. Following all regulations for transport and testing
is imperative for the safety of all the animals in your care.
Sanctuary
Administrative Procedures
ADMINISTRATION & ACCOUNTING
Sound administration and accounting practices are not just
necessary to operate a sanctuary – they are required
by law. As a nonprofit tax-exempt organization, you are required
to complete annual registration and financial reports each
year at both the state and federal level. Basic spreadsheet
or database software is essential to make record keeping easier.
In addition, general accounting software can be a valuable
resource and make filing annual tax returns less difficult.
If you are unfamiliar with these types of programs, take computer
classes at your local community college. The investment in
this education will be well worth it – eventually saveing
money, countless hours and endless headaches.
From your very first donation, you will need to maintain
contribution records (name, address, date, donation amount)
on all members. You will need to keep detailed accounting
registers of all revenues, expenses and expenditures. Nonprofit
organizations are not required by law to have an accountant
maintain financial records; however, you may find it very
helpful to have an accountant set up your accounting books
and teach you what is required for nonprofit financial reports.
After your revenues exceed a certain dollar amount, the government
requires you to have an independent annual audit completed
by a certified public accountant. Good initial accounting
practices and procedures will prevent future problems and
potential loss of your state and federal nonprofit status.
In addition to the annual financial reports required by state
and federal agencies, you should also complete an Annual &
Financial Report for your members. This report is an excellent
resource to show your contributors how their money is being
spent. Write to other animal protection organizations for
samples of annual reports.As your organization and budget
grow, so will the amount of reporting that will be required
of your organization. If you plan to fundraise outside of
the state in which you are located, you will eventually need
to register with numerous state agencies across the country.
There has been an attempt to standardize this reporting and
the following website is an excellent resource covering requirements
for all 50 states: www.multistatefiling.org. If you sell merchandise,
you may need to acquire a permit and license to collect sales
tax, which involves additional reporting throughout the year.
 OFFICE
TECHNOLOGY
For all aspects of your operation, you will find a good computer
to be very helpful. We recommend you obtain the best computer
you can afford. You may also consider looking for a donated
computer. If you choose this route, be sure to review the
specifications of any computer before you accept the donation
to determine if the machine has all the capabilities you will
need. Consider looking for a local business that might be
upgrading their systems, as the equipment they have to donate
may be more current than a donated home computer. Invest in
anti-virus and anti-spyware software to protect your computer
and avoid problems in the future. Make sure to back up important
files regularly, even if you just manually copy them to floppy
disks or CD’s. Relatively inexpensive external hard drives
are also available and make excellent backup storage. Many
computers come with simple backup software. Most computers
also come with basic packages that can provide basic word
processing and spreadsheet software. As you grow, you will
want to look into more advanced office software. Many companies
offer discounted prices for nonprofit use, so be sure to research
prior to purchasing by visiting the software company’s
website or visit www.techsoup.com.
When you are first starting, you may not need or be able
to afford more complex database software to track your donations,
members or animal records. However, there are steps you can
take that will make it easier for you to convert to a more
complex system as you grow. If you are using a basic spreadsheet,
give information in separate fields instead of lumping the
data in one field. (For example, keep first name and last
name in different fields.) It is also important to be consistent
in your data entry, especially with abbreviations.
Technology Resources
Guide for Nonprofits: Free Office Tools and Tips (includes
sample databases and files)
http://office.microsoft.com/en-us/assistance/HA012045831033.aspx
Nonprofit Database Resources: http://www.profitquests.com/SoftwareDonorMaintenance.html
Software and Technology Discount information: www.techsoup.com
OPERATING BUDGET
Budget carefully – the lives of the sanctuary animals
depend on it. Many well-intentioned sanctuaries have closed
because of their failure to budget carefully. It is difficult
to say no, but this inability can lead to financial crises
or worse, the closing of your sanctuary. Start slowly and
research exactly what it costs to provide for animals currently
under your care, as well as animals you are considering bringing
to shelter. Budgets are necessary to know what you will spend
on an annual basis – and how much you need to raise each
year. Construction or large project expenses are often the
focus of budget reviews, but are often the least problematic
since they are one-time expenses. It is critical that you
pay close attention to your ongoing expenses such as feed,
bedding, veterinary, and other daily care costs.
 VOLUNTEERS
Most new sanctuaries depend on volunteers to help care for
the animals and help with mailings and other important projects.
You may want to develop your own volunteer program to help
fulfill your sanctuary’s needs. Some sanctuaries have
live-in volunteer internship programs, which can be very helpful
if your sanctuary is located in a remote, rural area. Other
sanctuaries host monthly work parties or have regular weekly
volunteers. Promote your sanctuary’s volunteer program
through local newspapers, posted flyers and other means of
free or low-cost advertising. Look for that special sanctuary
person who is as good with people as he or she is with animals
and ask him or her to be your volunteer coordinator. Although
not paid, volunteers do require a payment of acknowledgment
and support from you. Find out what your volunteers’
interests are and try to meet their needs. Host volunteer
recognition dinners and special events. Most importantly,
let them know each day how much their help means to you and
to the animals.
 STAFF
As your sanctuary continues to grow, you may find your one-person
operation can no longer remain one person. Caring for animals
is a 365 day-a-year job and at some point, successful sanctuaries
will need to have paid, trained staff. Finding compassionate,
qualified animal caregivers, however, is no easy task, and
your volunteer program can provide a great opportunity to
recruit staff members. As with a volunteer program, meeting
the needs of your employees is very important and you will
need good people skills. Management training, personnel skills
and a willingness to allocate time and effort for employment
development will be necessary. As an employer, you will also
be required to know and adhere to all state and federal employee
regulations and registrations, have worker's compensation
insurance, and complete employee payrolls and required governmental
reports. Your obligations as an employer will be almost identical
to any for-profit business, there are very few, if any, alternate
regulations for non-profit organizations when it comes to
employment practices. The addition of paid staff will increase
sanctuary expenses and management time; however, good employees
will allow you to do much more for animals – they are
absolutely essential to ensure your sanctuary's future.
INSURANCE
Though not required by law like workers compensation insurance,
general sanctuary liability insurance is a good idea –
primarily to protect your animals in the event of a lawsuit.
Make sure your liability insurance covers the full value of
your sanctuary and that you are fully protected in case of
a lawsuit. This is particularly important when you begin to
have regular visitors, volunteers and staff. Like all purchases,
shop around for insurance coverage. Prices and coverage vary
considerably. Since farm animal sanctuaries are not common,
many insurance companies may categorize your organization
differently, depending on their programs, leading to costs
that vary greatly.
For sanctuaries, the saying if you build it, they will come
refers to animals, NOT funding. Many people are under the
impression that when you open a sanctuary, like the animals,
the funds will find you. Sadly, this is generally not the
case. It takes enormous amounts of time and fundraising expertise
to raise the needed resources for a sanctuary.
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