When a Screener or FCC Trapper calls you to reserve traps, note the appropriate number of traps reserved in your "Trap Depot Log" with "R" for each trap # reserved in the caretaker's or trapper's name. Note the phone # and call the person who will be picking up the trap ASAP to confirm the reservation and make arrangements for picking up the trap. Remind them to bring the appropriate deposit amount.
Make the clinic reservation for anyone on your Trap Depot Log reservation list. Be sure to make the reservation for the number of cats. This could be a larger or smaller number than the number of traps you've reserved. You call the Clinic Reservation Person (your contact person and number). This is a confidential phone number. Never give it out to the public. Give the Clinic Reservation Person the name and phone number of the person who will be bringing the cats to the clinic and the number of cats. (Remember that the number of cats can be different from the number of traps you have reserved).
Make a note on the Trap Depot Log that you have made the reservation. A letter "B" next to the "date" indicating "booked" is one way to indicate that the reservation call was made.
If a trap reservation is cancelled, call the Clinic Booking Person to cancel the clinic reservation. Also call any Screeners or Trappers that you had to turn down for traps if traps are again available. (Screeners usually keep a waiting list).
When callers pick up traps the Trap Depot person will:
Obtain caller (client) signature on "Trapping Release Form". Use carbon paper. The client gets the carbon copy. Remember to fill out all requested information on the form.
This form is important to protect the FCC and you from liability.
File your copy away for 1 year.
Obtain client signature on "Trap Loan Agreement". Again, use carbon paper and give client the carbon copy. Please fill out all requested information, including FCC trap numbers, the clinic date, clinic name and address and drop off time. Write in directions to the clinic on this form for the client.
Obtain trap deposit amount appropriate for the number of traps given at $35.00 per trap. Be sure to obtain proper identification. (Traps borrowed by FCC Trapping Volunteers do not require a deposit, but keep a careful record of these traps. They must be returned on time for others to use.) Trap deposits may also be waived if the client is obviously destitute or is unable to leave the deposit. USE YOUR OWN JUDGEMENT ON THIS. Always ask for the deposit, but don't turn cats away if it is a major problem. It is probably NOT a good idea to lend a large number of traps to those who cannot leave a deposit, however.
Staple the two original copies of the agreements and any check together and file away.
Briefly demonstrate how to use the trap, pointing out how to open the trap, place the food (under the trap), fold newspaper 3/4 length, set the trap, etc. (It's a good idea to familiarize yourself with the "Humane Trapping Instructions".) Tell the client to use a cloth cover for the trap. Explain why steps are done so they are followed. If you have traps with the rear sliding door, EMPHASIZE that this door must be securely latched prior to and after trapping!
All clients borrowing traps must receive a copy of "Humane Trapping Instructions" and "Clinic Drop off/Pick up Instructions". Don't forget to give them these with the traps.
Also ask them if they would like any of our kitten handouts, etc. and give them a copy if requested. FCC flyers, volunteer job positions, FCC cards and T-shirt order forms should be given out at this time as well.
Indicate that traps lent out are gone with an "O" on the Trap Depot Log to replace the "R". This way, you should always know exactly how many traps are available and where each is.
If traps are not returned on time, call the client. Clients (and FCC Volunteers) often want to extend the time for use of the traps. But since traps most often are reserved for another clinic, and are used also in between clinics for emergencies, letting them keep the traps longer is not a good idea, usually. Use good judgement when extending use of the traps. Persons borrowing traps should not feel free to lend them out to others. Trap depots must know where traps are.
Return client's check when traps are returned. It's probably a good idea to retain a file of the signed agreements with a notation as to the date traps were returned, in case you lose track of a trap and need to retrace your steps.
All traps must be cleaned and disinfected after each Clinic or use. Remove any newspaper etc. in the trap, hose down and remove any stuck on food etc. Using a spray bottle with bleach, spray the traps on all surfaces, let sit for a few minutes and hose off. Make sure that traps with rear sliding doors are securely and properly latched before storing them to lend out to others. Make sure you receive the correct trap numbers back from the public and return traps to their correct Trap Depot (see "Trap Depots & Locations"). (Since callers are sometimes borrowing traps from more than one Trap Depot, it is very possible for them to give you the wrong trap back.) It is important that all traps are in their assigned locations or they WILL eventually become lost, and trap distribution throughout the county will not be even.
Periodically, check yellow FCC trap I.D. tags and traps themselves to be sure that the information has not faded away. If necessary, go over the information with a Pilot photo marker, or other indelible pen (test for resistance to bleach). It is important that the FCC trap number and other information remain on the trap to properly identify and keep track of the traps. If a tag, pilot pen or a trap is lost, contact the Trapping Coordinator, (your contact person and number) for a replacement. If a trap is broken contact the Trapping Coordinator so we can have it repaired for you.
Donations should be mailed to the FCC mailing address. If you receive a cash donation, replace it with a check. If people want a receipt for cash donations complete the "Acknowledgment of Charitable Contribution" form. Please note on the check who the donation is from, and include their address with the check so that a Thank You card can be sent.
Send completed "Name/Address Collector" forms with your notes on how callers heard of us to the FCC address so potential future donors can be added to our mailing list. The FCC gets over 1/2 of its funds from this annual mailing.
Never give out the veterinary office phone number to the public or to volunteers. Vets have nothing to do with FCC scheduling or reservations, etc. They should not be called for directions, times or anything else. (You give directions to clinics.) Vets who are bothered with phone calls will quit the FCC clinics. Without the vets there will be no FCC!
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