Policies and Procedures

Effective Date: 01 Oct 12

Policy

Membership of the Best Friends Pet Rescue (BFPR) is available to all persons with the completion of a membership application and payment of the current membership fee. Excluded from membership are those applicants convicted of an offence against pets or who are known to be a disreputable breeder.

Procedure

1. Applicants under the age of 18 years must have the signature of a parent or legal guardian before completion of a membership application.

2. The treasurer will receive all membership payments and a receipt will be issued.

3. Once a membership application and payment of the current membership fee is received, the Secretary shall welcome the new member in writing, enclosing a membership card and receipt for payment and ascertain the level of support the new member may provide.

4. Membership fees are due at the start of each financial year. Renewal notices are to be sent to all members requesting payment of the annual membership fee.

5. Members are to be kept informed of the changes to membership policy and have the right to attend all meetings of the incorporated body and to vote at any and all meetings.

6. Member may resign their membership at any time in writing; however any residual annual membership payment will not be refunded and will instead be considered a donation to the incorporated body.

7. Resigned members must return property belonging to or held in the name of BFPR as soon as possible after their resignation is effective. BFPR has the right to call for such property to be returned and to take legal action if necessary to recover property.

8. Pets that are in care with the member at the time of their resignation will be taken in to the care of another foster carer at the convenience of the new carer. Pets must not be re-homed outside of BFPR policies.

9. Members have the choice to become foster carers in accordance with the Foster Carer Policy.

Policy

It is the policy of BFPR to place pets into suitable foster homes with approved foster carers until a “forever home” can be found for the pet. Foster carers MUST be current financial members of BFPR.

Procedure

When fostering pets the following procedure will be followed:

1. The potential foster carer/family must be a current member and have completed and submitted a foster carer application to BFPR.
2. The primary foster carer must be at least 18 years of age with no history of pet abuse or neglect.
3. The committee will review the application and a personal interview will be scheduled.
4. An inspection of the carer’s home will be performed according to the inspection policy and procedure.
5. Having passed the home inspection, the foster carer will be added to the BFPR database.
6. A foster carer must be aware of local, state and federal pet control laws and be responsible for obeying those laws as they pertain to their situation.
7. A foster carer agrees to house pets as his/her own, under sanitary conditions, which meet or exceed minimal standards as defined by local health and sanitation authorities. All pets in his/her care will be housed in clean, comfortable and weatherproof accommodation within a well-fenced yard. All fostered pets are to be provided with a minimum of two (2) hours per day ofcompanionship, interaction, stimulation and play and must at all times have access to clean water, food and shelter.
8. The foster carer agrees to ensure that all pets and humans are kept safe from risk or injury and agrees to not accept more pets than he/she can adequately care for. He/she must ensure that they have provisions for disaster and emergency management of pets in care.
9. A foster carer will be informed when a suitable pet becomes available and they then have the right to decline any pet.
10. Foster carers need to be aware that all regular ongoing care of a fostered pet, excluding veterinary expenses, is to be paid for by the foster carer.  
11. The carer will treat the pet according to humane standards, care for and provide companionship to the pet.
12. The foster carer agrees to make adequate provisions to ensure that all pets are kept free of internal and external parasites, i.e., fleas, ticks and worms.
13. The foster carer will take adequate precautions with entire pets to guard against unwanted pregnancies whilst pets are in care. Veterinary expenses incurred as a result of a breach of this duty of care may need to be met by the foster carer.
14. The foster carer must make the pet available for inspection by an appointed BFPR representative when requested. Such request will be with two (2) days notice of such an inspection.
15. The foster carer, in conjunction with an adoption coordinator, will ensure all pets in care are desexed, microchipped, vaccinated, parasite-treated, and in good health prior to re-homing. The ONLY exception to this rule will be for pets that a vet advises will be adversely affected, such as a dog too elderly to undergo sterilisation. In this case, a letter to this effect must be obtained from the vet and provided to the new owner and a copy of kept by BFPR.
16. The foster carer and the adoption coordinator are to ensure that a change of owner details form is completed in triplicate in all cases. One copy of this form is to be held on file, one copy is given to the new owner and the original filed with the local council.
17. The foster carer must submit a monthly report to a coordinator, either by phone or in writing, advising of the progress of all pets in care.
18. When a pet is ready for placement, the foster carer shall have first preference of adding the pet as a permanent member to their family. Note that regular placement procedures must be followed, including the need for sterilisation, micro-chipping, lifetime registration, vaccination and parasite control.
19. If the foster carer no longer wants to, or is able to care for a pet, he/she must make the pet available to new carers and provide them with all available information.
20. The foster carer must give BFPR 14 days notice if they wish to have a pet permanently removed from their property, unless an emergency situation arises.
21. All fostered pets remain the property of BFPR at all times until placed in to their “forever homes”.

Policy

BFPR adoption/placement policy is designed to ensure that pets are placed into permanent homes where they will be loved and cared for. Prior to placement, the pet must have all of its veterinary care completed as specified in the Veterinar Policy and Procedures.

Procedure

When placing pets into homes, the following procedures must be followed:

1. BFPR will set an adoption/placement fee for the pet based on cost recovery. This fee is subject to change from pet to pet and is not negotiable unless otherwise stated. Potential adopters may apply to pay off the adoption fee, but pets should not be released until the entire fee is received. Adoption fees are to be paid to BFPR bank account.
2. Having completed and submitted an adoption application, a potential adopter must be interviewed using appropriate methods (phone, face to face, references) with the goal of placing all rescued pets in homes that are appropriate to its breed, size and temperament. Prospective guardians must also be at least 18 years old and have adequate knowledge of the pet they wish to adopt.
3.  Foster carer/families have first choice of permanently adopting the pet into their home. They must follow normal placement procedures and indicate their intentions as soon as practical after the pet is placed in their care.
4.  Application to adopt a pet is processed in order received. All are judged by the same criteria.
5. No pet will be placed “on hold” until an approved adopter has placed a deposit equal to 1/3 of the adoption fee.
6. A volunteer will perform an inspection of an adopter’s property using a standard checklist to assure that all pets on the property are well cared for and that the property is a suitable home for the pet.
7. An inspection must be performed within one week of an application being received. If the applicant fails an inspection he/she may be allowed two weeks to correct any problems and reschedule another inspection.
8. All placed pets may be returned to BFPR at any time for any reason. If the pet is returned within two weeks of adoption, the adopter will be entitled to a refund of the adoption fee. Transportation costs are non-refundable. After the two week trial period, no adoption fee will be refunded.
9. Adopters must be made aware that they should contact BFPR if a problem arises with a pet and every effort will be made to resolve it. Should no resolution be found, BFPR will make every attempt to accept return of the pet back into foster care.

Policy

It is the policy of BFPR to inspect the homes of foster care applicants and adoption applicants, and to conduct follow up visits on all fostered or adopted pets where possible.

Procedure

1. BFPR will use volunteers to conduct an inspection of both potential foster homes and permanent homes prior to placement, as well as follow up inspections.
2. In the case of permanent placement an inspection will be completed within one week of an application being received. In the case of the potential owner failing an inspection, he/she may be allowed an additional two weeks to correct any problems and reschedule another inspection.
3. Using the Home Inspection Checklist, the inspector must assess: the condition of any pets already on the property; if the property has safe and adequate fencing; whether they will have access to food and clean water at all times, and if the pet has/will have clean bedding and safe shelter.
4.  Any concerns that the inspector has should be documented and discussed with the applicant at the time of the inspection.
5. Upon completion of the inspection(s), the inspector shall submit the inspection report within 24 hours via mail or email.
6. The worksheet and the results of the inspection shall be discussed with an Executive Committee member of BFPR prior to approval of the application.
7. Applicants will be notified of the decision within 48 hours of the inspection taking place.

Policy

BFPR policy is to provide initial and ongoing veterinary care where necessary to all pets received into its care. BFPR will make funds available for costly and necessary vet work if it is able. A pet will only be euthanised if the criteria meet that of the Euthanasia Policy and Procedure.

Procedure

1. In general, vet work shall be paid for by BFPR. If carer negligence results in vet costs to a fostered pet, the carer may be held responsible for payment.
2. ALL veterinary care must be booked in by the Vet Coordinator or an Adoption Coordinator. In an emergency, please take the pet directly to nearest vet and then contact a Coordinator.
3. In all cases, please attempt to use a veterinary surgery where we have billing arrangements in place.
4. For routine or minor treatments such as worming tablets and flea control, we bulk-purchase or receive donated products to keep on hand, so please do not purchase or charge such items to the vet account. 
5. BFPR will not be responsible for any ongoing veterinary care of an adopted pet beyond two weeks after the adoption date unless for a known pre-existing condition which has been specified on the adoption form. An exception may be negotiated for pre-existing conditions that require follow up care, but only with written prior agreement of both BFPR and the adopter.
6. All pets being rehomed must have the required veterinary and medical work completed as in the checklist below. It is the Foster Carer’s responsibility, in conjunction with a Coordinator, to ensure that these have been done prior to leaving care.
7. All desexing and vaccination certificates and microchip implantation forms are to remain at the vet’s office (in the BFPR folder) for a Coordinator to collect and enter into the BFPR database. Hard copies will be kept in the pet’s sleeve in the “In Care Binder” until adoption, upon which they are provided to the new owner.

•      Spey/neuter: Blue Plus vets desex puppies from 10 weeks of age, unless there is a medical reason to delay such as being very small.
•      Microchip: The foster carer or person collecting from vet after desexing or taking for vaccinations is to ensure that pet has been microchipped by vet if not already chipped from a pound. If the pet is already microchipped, confirm that the vet records contain the chip number.
•      Heartworm test must be carried out for all dogs over 6 months of age. This is done at time of desexing because its easier to collect blood for the test while the dog is anaesthetised. If dog is already desexed when it comes into care, the heartworm test must be booked separately – this usually requires drop off in the morning and pick up in afternoon.
•      Current heartworm prevention.
•      Current intestinal worming.
•      Current flea prevention.
•      A completed Pet Care Summary is to be filled out by the Foster Carer and/or Adoption Coordinator and provided to the adopter.

• Up-to-date vaccination:  F4 (Feline panleukopenia/Feline calicivirus/Feline rhinotracheitis/Chlamydia). Kittens are vaccinated at 8 and 12 weeks, then yearly thereafter.
• Spey/neuter: Blue Plus vets require that kittens weigh at least one kg (1 kg) in order to be desexed.
• Cats who are known to have gotten into fights or been outdoor cats may need to be FIV/FLV tested. Obtain advice from a Veterinarian as to whether this is necessary.
• Microchip paperwork: The foster carer or person collecting from vet after desexing or taking for vaccinations is to ensure that pet has been microchipped by vet if it hasn’t already been done by pound. If the pet is already microchipped, confirm that the vet records include the chip number.
• Current intestinal worming.
• Current flea prevention.
• A completed Pet Care Summary is to be filled out by the Foster Carer and/or Adoption Coordinator and provided to the adopter.

Policy

BFPR will accept pets into its care on a space available basis only. Pound “kill list”, abuse or neglect situations should always take priority over surrender intakes.

Procedure

1. When pets are accepted into care, a new record must be started in the Animal Shelter Manager database.
2. All pets arriving into care from a pound or any situation where they do not have a proven vaccination history MUST be placed in quarantine for two weeks before being allowed near any other pet.
3. New pets must also be vaccinated as soon as possible and before introducing to other pets.
4. New arrivals will be held for a minimum processing period of two weeks, during which time they will be evaluated for behavioural issues and the foster carer is to learn as much as about the pet’s personality and temperament.
5. No pet is to be re-homed until all veterinary work has been completed as per the Veterinary Policy and Procedure.
6. All pets are be bathed and/or groomed, including nails trimmed, prior to leaving for its new home.

Policy

It is the policy of BFPR to accept surrendered pets from their owners for a bona fide reason if space allows (Note that priority must be given to pets at immediate risk, i.e., on death row in a pound).

Procedure

1. BFPR reserves the right to refuse surrendered pets.
2. A monetary donation from the owner will be requested, but it is not a requirement
3. BFPR requests that all pet health records and details accompany the pet. These details should include the pet’s age, sex, microchip number, physical condition, description, health and vet history, and the reason for the pet’s surrender. It is also helpful to know the pet’s habits and to this end, the surrendering owner must be asked for such information.
4. The former owner cannot reclaim pets surrendered, as this owner will relinquish all rights of ownership to the pet via the Surrender Form and C3A Change of Ownership (microchip form. Likewise the surrendering owner cannot make any other arrangements for the pet once it has been taken in to care.
5. At the surrendering owner’s request, we can provide updates and inform the owner of the pet’s progress, but we cannot release the new owner’s details unless written permission has been given.
6. Pets will receive all necessary care and will be evaluated, fostered and re-homed where suitable.
7. Should a pet be found unsuitable for re-homing or placement, it is to be humanely euthanised per the Euthanasia Policy.
8. In some surrender cases, an owner may be asked to hold the pet at their home whilst we assist in re-homing. A surrender form will be completed immediately and the owner made aware that they must not make other arrangements without advising BFPR.
9. In the case of para 8 above, BFPR will negotiate with the owner to make the pet available to be brought up to an acceptable adoption standard in accordance with BFPR adoption / placement policy.

Policy

It is the policy of BFPR to accept litter surrenders on the condition that the litter’s mother is sterilised as soon as practical and that, where possible, a donation be made towards the litter’s care.

Procedure

1. BFPR accepts litter surrenders on a space-available basis only.
2. BFPR reserves the right to refuse surrendered litters.
3. Litters with a living mother are not to be surrendered without their mother before the age of eight weeks, unless there is a medical reason.
4. A monetary donation from the owner will be requested to help with the litter’s care, but it is not a requirement.
5. The conditions of acceptance are that the mother of the litter be desexed as soon as practical and if possible before BFPR receives the litter.
6. Adequate information must accompany the litter, including:

•         A copy of the sterilisation certificate for the mother,
•           Date that the litter was born,
•      Records of any treatment provided to the litter, e.g. vaccinations and dates of worming,
•      Signed Surrender Form,
•      If microchipped, Change of Ownership form C3A for each pet, and
•       Any additional information on the litter, e.g., breed, parental history.

1. At the surrendering owner’s request, we can provide updates and inform the owner of the pet’s progress, but we cannot release the new owner’s details unless written permission has been given.
2. Pets will receive all necessary care and will be evaluated, fostered and re-homed where suitable.
3. The former owner cannot reclaim pets surrendered, as this owner will relinquish all rights of ownership to the pet via the Surrender Form and C3A Change of Ownership (microchip form. Likewise the surrendering owner cannot make any other arrangements for the pet once it has been taken in to care.
4. In some cases, litters may remain with the owner whilst BFPR locates suitable homes. A Surrender Form is to be completed before BFPR begins assistance.
5. No puppies or kittens shall be put up for adoption until at least the age of eight weeks and all pets will be sterilised, microchipped, vaccinated and parasite-treated prior to being rehomed in accordance with the Veterinary Policy and Procedure.

Policy

It is the policy of BFPR to only euthanise pets that are in excruciating pain, suffering from severe or untreatable illness or injury, terminal illness, or are dangerously aggressive.

Procedure

When deciding whether a pet should be euthanised, this policy should be followed:

1. If the pet is suffering from severe injuries, such as multiple fractures or internal injuries, and the attending vet recommends euthanasia, it will be approved immediately.
2. If the vet determines that the pet is suffering and there is no little or no chance of recovery or if treatments are exhausted, then euthanasia will be approved.
3. Euthanasia may be used as a last resort for pets with aggression. In aggression cases, the carer should seek assessment by a qualified behaviourist to explore options to rehabilitate the pet, before choosing euthanasia, unless the dog has attacked a person or another dog in an unprovoked situation.
4. Euthanasia should not be conducted without it being put before a committee meeting, in consultation with another committee member, or as advised by a veterinarian.

Policy

BFPR may accept monetary donations or donated items and goods to the organisation.

Procedure

1. BFPR will accept monetary donations as well as donations of goods and services.
2. BFPR will provide a receipt for donations of $2.00 or more, as soon as possible after the donation is received.
3. Donations of goods, both saleable and for pet care purposes, should be collected promptly by an authorised BFPR representative. Donors are to be thanked in writing as soon as possible.
4. All donors have the right to remain anonymous if requested.
5. All monies donated will be deposited to the BFPR nominated bank account, which currently is:

            Best Friends Pest Rescue Assoc Inc

            Commonwealth Bank BSB 062614

            Account Number 10431271

1. When depositing monies, donors should state “donation” and may include their name if desired.
2. Bequests or grants received will be applied to the general funds and issued in accordance with the grant bequest or, if no instructions are given, will be used for care and transport of pets.

Policy

Sponsorships are made available to the public to generate additional funds and to create a closer relationship between BFPR pets and the general public.

Procedure

1. All pets in the care of BFPR are available for sponsorship. Sponsorship fees depend on the species, but shall not be less than $10.00 per month. There are two categories of sponsorship available: Private and Business
2. Private Sponsorship: There are two types of private sponsorship these are regular and super:

• Regular – Donor sets a monthly fee of $10.00 – $40.00. For this they will be acknowledged on the BFPR website.
• Super – Donations of more than $40.00 per month. For this they receive updates and pictures of their sponsored pet and will be acknowledged on the BFPR website.

1. Business Sponsorship: There are three categories of business sponsorship available: Bronze, Silver and Gold.

• Bronze – requires a yearly donation of $100.00. For this the sponsor will receive acknowledgement on the BFPR website and a bronze sponsor certificate.
• Silver – requires a yearly donation of between $100.00 and $500.00. For this the business will receive a prominent feature on the BFPR website and a silver sponsorship certificate.
• Gold – requires a yearly donation of more than $500.00. For this, the business will receive a prominent feature of their logo on the BFPR website and a gold sponsorship certificate.

1. Sponsorship fees are to be set up with a recurring direct deposit to be paid by the 10^th of each month.
2. Sponsors may withdraw their sponsorship at any time by notifying BFPR in writing or via email.
3. Sponsors will be informed as soon as pet is placed into a new home or is deceased and is no longer available for sponsorship.
4. Sponsorship money may not be refunded, but will be used for the care of another pet should the current pet be re-homed or deceased.
5. Sponsorship money will be applied first to the pet’s ongoing care including food, equipment, grooming and lastly veterinary care in order to reduce the adoption fee applied to that pet.

Policy

BFPR undertakes to make reasonable efforts to describe pets to their best knowledge in order to find a suitable permanent home.

Procedure

1. BFPR shall keep records on all pets coming into, in and previously in our care.
2. These shall consist of health records, evaluation of the pet’s temperament, likes, dislikes, fears and any other available/relevant information. This information shall be made available to potential guardians upon request and a copy of these records shall accompany the pet to his/her new home.
3. All information on available pets in care shall also be made available on the BFPR website.

Policy

BFPR is an organisation that strives for open, honest and effective administration whilst being ever mindful of its overall objectives.

Procedure

1. A committee of members shall oversee the day to day running of the body. This committee will consist of, but not be exclusive to: President, Vice President, Secretary, Treasurer, Public Officer, and at least one general member.
2. Meetings will be held at least every two months at a venue and time as determined by the committee.
3. Members may attend all meetings and have the right to vote on motions at those meetings. Members may bring along prospective new members, but they do not have voting rights until they are accepted as members of the incorporated body.
4. Minutes of each meeting are to be accurately recorded and can be made available to members on request. A permanent copy of these minutes is to be maintained and passed from Secretary to Secretary.
5. The accounting period shall be from 1 July to 30 June each year. Accurate accounts must be maintained and a report on the finances of BFPR is to be presented to each meeting.
6. Accounts to be audited by a registered accounting professional as soon as practical after 30 June each year and the audited accounts are to be presented at the Annual General Meeting.
7. Any bank or financial institution account must be able to be operated by a minimum of three committee members, with any two to sign together.
8. The committee has the right to change banks or financial institutions, invest, borrow or deposit funds in the name of the organisation as is approved at a committee meeting of BFPR.
9. The Annual General Meeting shall be held prior to 30 December each year and is to be open to all members, prospective members and the general public.
10. At the Annual General Meeting, all committee positions are declared vacant and nominations may be received from the floor to fill these positions for the ensuing year. Committee members are elected on the majority yes vote. A member who is not present at the meeting may not be elected for a position without his/her written permission.