Forest County Humane Society

Regular Board Meeting Minutes - Draft for Review

Date:

June 30, 2026

Location:

Crandon City Library

Time Called to Order:

6:01 p.m.

Meeting Adjourned:

Approximately 8:15 p.m.

Review Note: Names, attendance, motion makers/seconds, and closed-session details marked for verification should be confirmed against the sign-in sheet, written agenda, and any contemporaneous notes before these minutes are approved.

1. Call to Order

The meeting was called to order at 6:01 p.m. The chair asked attendees to avoid cross-talk and allow one person to speak at a time so the meeting could remain clear, respectful, and transparent.

2. Pledge of Allegiance

The Pledge of Allegiance was recited.

3. Approval of Previous Minutes

The board reviewed the May 26, 2026 regular board meeting minutes.

Motion: To approve the May 26, 2026 meeting minutes.

Motion by: Stephanie

Second by: Patches

Result: Motion carried by voice vote; all in favor and no opposition noted.

4. Public Participation

The public participation period was opened with a three-minute limit per speaker. Speakers were asked to state their names and remain respectful.

Happy Tales Deposits and Cash Controls

Norma Brown, a Happy Tales resale shop volunteer, asked how often cash held in the safe should be deposited and requested greater visibility into monthly shop income and financial controls. Volunteers described the existing process of having two people count cash, recording the total in a ledger, making the deposit, and retaining the bank receipt.

Beth Gibson reported that she generally works Mondays and Tuesdays and had previously made weekly Tuesday deposits. The group agreed that weekly Tuesday deposits should continue to reduce the amount of cash held at the shop. Deposit slips and related records are to be retained and made available to Crystal and the treasurer before monthly board meetings. The Happy Tales donation box should be emptied with the regular deposit when practical, with the donation-box amount recorded separately for tracking purposes.

Hours discussed for Happy Tales included Monday and Tuesday from 10:00 a.m. to 2:00 p.m. and Wednesday from 10:00 a.m. to 4:00 p.m. Thursday and Friday hours depend on staffing and volunteer availability and should be confirmed before publication.

Happy Tales Pricing and Volunteer Purchases

A question was raised regarding instructions asking volunteers to submit photographs of certain donated items for pricing review. Volunteers asked who would determine prices and whether Crystal had sufficient time to perform that function. The board explained that the goal was to create consistency and protect volunteers from gossip or accusations, not to suggest that volunteers had engaged in theft or wrongdoing.

Volunteers noted that a pricing list is posted at the shop and that employee or volunteer purchase practices had existed previously. The board discussed eventually using a manager or designated reviewer to price new or higher-value items. No final policy was adopted.

Community Donation Boxes

The board discussed donation boxes at Happy Tales and other community locations, including who holds keys and who is responsible for collections. Brenda was identified as a possible key holder and collector, but that information was not confirmed. Patches had begun preparing a master list of donation-box locations and responsibilities.

The board discussed assigning a responsible person and collection schedule for each box, documenting deposits, and evaluating whether low-performing locations should be moved or discontinued.

5. President / Board Updates

Creative Screen Printing Fundraiser

The Creative Screen Printing shirt fundraiser generated approximately $120 for the Humane Society.

Volunteer Needs and Donation Handling

The organization was described as operating with a skeleton crew. Board members and supporters were encouraged to volunteer at least once per month when able, either at the shelter or Happy Tales, or by assisting with errands, cleaning, shed work, events, and supply pickup.

The board discussed creating more structured Happy Tales donation hours to reduce dumping and the burden of sorting unusable items. Volunteers reported that unusable donations are discarded and that some usable but unsellable items may be taken to New Hope. The board also discussed using a game or trail camera near the donation sheds and dumpster, confirming that surveillance signs are posted, and discouraging the dumping of trash or unacceptable items.

Vehicle Update

Jeff had offered to donate funds toward the purchase of a replacement vehicle for the Humane Society. The check had not yet been received because Jeff was unavailable and could not attend the meeting. A possible van in the Rice Lake area was discussed. The vehicle was described as having open cargo space and being similar to a ProMaster or Ford-style van or minivan.

The board agreed that any vehicle should be inspected by a qualified mechanic before purchase, potentially through a NAPA-affiliated shop or another independent repair facility.

Grant Opportunities and Medical Supplies

The chair reported that individuals with grant-writing experience had contacted the organization regarding possible grant opportunities. The Forest County Health Department had also contacted the Humane Society about donating expired medical supplies that may still be usable for animal care, including needles, injection supplies, chucks pads, and similar items. Melissa was to coordinate with Crystal so that only useful supplies are accepted.

Board Roles, Chain of Command, and Volunteer Screening

The board discussed the importance of fiscal responsibility, supporting the manager and staff, maintaining professional relationships, and allowing the manager to direct day-to-day operations. Crystal was identified as responsible for screening employees and volunteers, including required testing, background checks, forms, and liability documentation.

Board members who volunteer were reminded to complete the required volunteer paperwork. Employee and volunteer concerns should follow the chain of command through Crystal and then be brought to the board when appropriate. Board members were also reminded not to micromanage daily operations or monopolize the manager’s time.

Fundraiser Proceeds and Donor Recognition

The board discussed a best practice that fundraising proceeds should be submitted through the appropriate channels within 24 to 48 hours so deposits, acknowledgments, and financial records can be completed promptly. Facebook acknowledgments and written thank-you cards were discussed. The fundraising committee may assist with preparing cards during committee meetings.

Shelter Donation Intake and Public Interaction

Sherry reported a negative experience when delivering donations to the shelter and emphasized the importance of thanking donors and maintaining positive public interactions. Crystal and the board acknowledged the concern and discussed the difficulty of handling unexpected drop-offs while operating with limited staff and caring for animals under an appointment-only system.

The board discussed setting designated donation days or using donation-by-appointment procedures and communicating those options through social media. Caitlin suggested creating a separate shelter-donation shed outside the fence line with camera coverage. The board agreed to investigate the idea. Stephanie [verify] was added to the Facebook account to assist with posting donation information after Crystal identifies preferred donation times.

6. Board Member and Fundraising Committee Reports

Organizational Chart and Personnel List

Melissa relayed Jeff’s request for an organizational chart and a current list of employees and volunteers.

Fundraising Committee

The fundraising committee is seeking additional members and volunteers. The committee is attempting to meet weekly on Mondays at 7:00 p.m. at the library. Volunteers are needed for fundraising events, Happy Tales support, committee work, and community outreach. The event booth kit, including the pop-up tent, table cover, pens, and related supplies, is stored in the shed or training-center area for use by event volunteers.

Upcoming Events

The Laona Farmers Market is held each Friday. The Humane Society may participate without a booth fee, sell items, accept donations, and provide community outreach, subject to volunteer availability. The meat raffle at Water’s Edge was postponed until late August or September.

An August 22 cornhole tournament at Lake Metonga Resort [verify venue name] was discussed. The event is expected to benefit the Humane Society and may include donation baskets and a 50/50 raffle.

Recent Fundraising and Community Outreach

The Strawberry Moon Powwow outreach and fundraising event was held June 20-21, 2026. Total contributions were reported as $1,285, and 57 additional petition signatures were collected. The petition was described as demonstrating community concern to the district attorney regarding the recent circumstances affecting the shelter and its animals.

Numerous community members, businesses, tribal organizations, volunteers, and donors were recognized during the discussion. Because several names and spellings were unclear in the transcription, the complete acknowledgment list should be verified before publication. Coffee for the Cause raised $114 for the shelter. Mole Lake Casino reportedly donated prizes and was expected to issue a $500 check to the new treasurer. [ pending ]

Action Item: Prepare verified thank-you cards and social media acknowledgments for Powwow supporters, Coffee for the Cause, Mole Lake Casino, and other recent donors and volunteers.

7. Financial Report, Accounting, and Payroll

Financial Report and Accounting Engagement

The financial report was distributed and reviewed. Brooke from KME [verify firm name] attended and provided an update regarding bookkeeping, accounting, and payroll services. The board had previously approved use of the firm. Brooke provided written engagement agreements and requested signatures from the president, treasurer, and three board members.

The bookkeeping scope discussed included:

• Monthly recordkeeping, bank reconciliation, transaction verification, and financial statements for January through December 2025.

• Review of January 2019 through December 2024 transactions for irregular or unverified activity, including deposits.

• Ongoing monthly recordkeeping, reconciliation, transaction verification, and financial statements beginning January 2026.

KME will bill monthly by the hour. The draft agreement included a 10-day period for invoice review or dispute and net-30 payment terms. Confidentiality obligations continue after termination of services.

The payroll proposal included preparation of direct deposits, monthly withholding-tax deposits, quarterly payroll filings and tax deposits, annual W-2s, and monthly billing.

Payroll and Direct Deposit Transition

Because the organization was changing bank accounts, the current payroll could not be processed using the prior check stock. The board discussed using cashier’s checks for the current payroll so employees would be paid on time. KME recommended transitioning to direct deposit for future payrolls.

KME requested complete new bank-account information and the name of a bank representative for verification. Small verification deposits will be used to confirm the account. The requested information was to be provided by Monday if possible so setup could begin before the next payroll.

Deposit Documentation and Financial Statements

KME requested documentation supporting each deposit so income can be accurately categorized, including donation-box proceeds, adoption fees, fundraising proceeds, and other income. Brooke explained that if deposit slips and supporting records are delivered only once per month, financial statements may lag by approximately one month. Records may be dropped off at KME’s office and returned with the financial statements if that process is more convenient.

KME requested that Humane Society communications be sent through the firm’s business email so requests and responses are documented and accessible to the accounting staff. KME intends to prioritize the 2025 records so the Form 990 can be completed by the November 15, 2026 extended deadline. Earlier-year review and 2026 work will follow unless the board directs otherwise.

8. Facility and Operations Discussion

Building Repairs

The board was informed that the shelter air conditioner had been malfunctioning and was repaired by Tri-County.

Old Van

The board noted that the prior non-operating van had been sold to a mechanic for $500, consistent with the motion approved at the May meeting.

Office and Staff Restructuring

The board discussed Crystal’s workload and the additional strain created by court-related matters, police calls, staffing shortages, and daily shelter operations. The board considered whether Jess [verify name] could assume an animal-manager role or additional duties involving meet-and-greets, appointments, intakes, and animal care. Crystal indicated that Jess has substantial experience and knowledge of shelter operations.

The group discussed restructuring responsibilities to establish clearer animal-manager and office-manager functions in addition to the overall manager role.

Happy Tales Manager

The board discussed hiring a paid manager for Happy Tales. Volunteers present were asked whether they were interested in the position, and no current volunteer expressed interest. The board discussed interviewing candidates and coordinating with existing volunteers if a suitable candidate is identified.

Base Pay and Recruitment

The board discussed that the current $10-per-hour base wage made it difficult to recruit and retain staff and that the shelter was severely understaffed. Options considered included raising the starting wage, increasing current employee wages, and increasing the manager’s wage. Concerns were also expressed about whether available and future funds would sustain the increases.

Brooke advised the board to review financial statements, payroll registers, payroll taxes, unemployment costs, and other employer expenses before making major wage commitments. The board acknowledged those concerns but also discussed the immediate operational risk of losing staff and being unable to care for animals. Recruitment options included Facebook, the Humane Society website, newspaper advertising, Wisconsin Job Center, Indeed, and other free or low-cost sources.

9. Banking Resolution and Financial Controls

The board discussed moving the organization’s primary banking relationship from CoVantage Credit Union to Laona State Bank because of accessibility, service, and fee concerns. Laona State Bank provides local access through branches in Wabeno, Laona, and Crandon.

Brooke recommended that the president and treasurer serve as account signers. The names discussed were Emmy Belland and Stephanie Foelske. The board discussed transferring funds by cashier’s check while leaving enough money in the CoVantage account to cover outstanding checks, automatic payments, and other existing transactions. The CoVantage account should not be fully closed until all pending transactions and the credit-card investigation issue are resolved.

Motion: To approve Laona State Bank as the Humane Society’s financial institution.

Motion by: Stephanie

Second by: Patches

Result: Motion carried by voice vote; all in favor and no opposition noted.

Motion: To transfer funds from CoVantage Credit Union to Laona State Bank by cashier’s check, while leaving sufficient funds to cover outstanding checks, automatic payments, and other pending transactions.

Motion by: Patches

Second by: Stephanie

Result: Motion carried by voice vote; all in favor and no opposition noted.

10. Closed Session

At approximately 7:46 p.m., the board voted to enter closed session. Returned from closed session at 8:10 p.m.

12. Summary of Motions

Motion / Item

Motion by

Second by

Result

Approve May 26, 2026 meeting minutes

Stephanie

Patches

Carried; all in favor.

Approve Laona State Bank as the Humane Society’s financial institution

Stephanie

Patches

Carried; all in favor.

Transfer funds from CoVantage to Laona State Bank while retaining enough for outstanding transactions

Patches

Stephanie

Carried; all in favor.

Enter closed session at approximately 7:46 p.m.

Emy

Robin

Carried all in favor

Approve wage rates of $XX/hour for new hires, $XX/hour for current employees, and $XX/hour for the manager

Stephanie

Patches

Carried; all in favor.

Adjourn the meeting

Patches

Melissa

Carried; all in favor.

13. Next Meeting

The next regular board meeting was scheduled for Tuesday, July 28, 2026, at 6:00 p.m. at the Crandon City Library.

14. Adjournment

Motion: To adjourn the meeting at approximately 8:15 p.m.

Motion by: Patches

Second by: Melissa

Result: Motion carried by voice vote; all in favor and no opposition noted.

Respectfully submitted,

Robin Nelmark

Secretary / Minutes Preparer