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HomeMy WebLinkAbout2.0 Animal Control Services Review i CITY OF DUBLIN AGENDA STATEMENT CITY COUNCIL MEETING DATE: February 10, 1987 SUBJECT • Animal Control Services - Contract Review EXHIBITS ATTACHED Existing Agreement RECOMMENDATION Receive Staff Report IProvide Input on Services .(11 FINANCIAL STATEMENT : 1986/87 Estimated Costs : Shelter - $14, 115 - $16, 400 Field Services - $29 , 200 DESCRIPTION • The City of Dublin has contracted for Animal Control Services with the County of Alameda, since incorporation in 1982. The County provides Patrol and Shelter Services through the Department of Field .Services . This Department is operated under the direction of the Alameda County Sheriff ' s Department . Field Services The County Field Services include patrol, response to requests for service , impounding of stray animals, dead animal pick-up , and dog licensing . The City' s current agreement provides for slightly more than one third ( . 379) of a full time Field Service Officer . This level of service has remained constant throughout the City ' s contract period . In addition, the City requested a higher service level for Fiscal Year 1984/85. It was agreed that the supplemental services would be provided by a part-time employee hired on a Services As Needed (SAN) basis . The contract limits the amount of supplemental hours to twenty-five percent ( . 25) of a full time officer . Therefore, the City has requested . services equivalent to slightly less than two-thirds ( . 63) of a full time officer . This reflects the combined hours of the regular officer and the supplemental SAN position. The workload indicators shown in Table I reflect the level of work over the past four years . The areas where a significant amount of change has occurred is in the area of "citations" and "complaints" . In Fiscal Year 1982/83 Animal Control handled 9 complaints and in 1985/86 they handled 61 complaints . Staff believes that two factors are related to this increase . First , the growth in population and number of people served is likely to impact the workload. The second factor is the ability for residents to easily contact Animal Control Services . Residents can call City offices to determine where to report complaints related to animals . It should be noted that a majority of the citations issued are for violation of the licensing requirements. Approximately 71 percent of the citations issued in 1985/86 were for this violation. Most individuals are able to clear the citation by purchasing a license prior to the court date . Leash law violations are the second largest category of citations , accounting for 22 percent of those issued in 1985/86. The use of the citation process is an important tool for the Officers . It helps to increase compliance with ordinances and it provides an incentive for owners to license their pets . ITEM NO. 4 COPIES TO: Chief Tom Shores , Director , Animal Control TABLE I ANIMAL CONTROL WORKLOAD INDICATORS FY 82/83 FY 83/84 FY 84/85 FY 85/86 AVG/YR Number of animals impounded 389 409 298 333 357 Animal Bites 28 33 19 33 28 Complaints 9 35 47 61 38 Citations 39 45 20 103 52 Injured Animals Treated 37 40 25 47 37 Dead Animal Pick-Up * 848 866 733 774 805 Number of Dog Licenses 440 796 637 560 608 * Includes Veterinarian pick-up . ** Door to Door License Canvass was conducted. In reviewing the workload indicators , a notation should be made in the area of "Dead Animal Pick-Up" . This category includes services provided to veterinarians . Veterianarian service accounted for approximately 81 percent of the activity over the four year period. Licensing The licensing activity has fluctuated over the past four years . The City receives all revenue obtained from the licenses sold . As noted in Table I , the highest amount of licenses sold in a single year coincided with the completion of a door-to-door canvass . This is a_ common problem for most agencies involved in animal licensing . Although it produces license revenue , labor intensive costs are incurred with a door-to-door canvass . The SAN supplemental field service officer has been conducting some license activities . In the first half of 1986/87 , 370 licenses have been sold. This represents a 28 percent increase over the same period for fiscal year 1985/86. The average amount of animal license revenue generated over the past three years was $6 , 733 per year . Cost of Service The provision of Animal Control Patrol Services requires adequate staffing to accommodate employee leave time due to illness , vacation, or holidays . The use of a contract with a larger organization provides the City with the ability to address this issue . In addition to the Officer time paid for by the City , the contract also provides for the City to pay for approximately 11 percent of a Clerk II . This position provides clerical and record keeping support to the Field Services function. The City also pays a proportionate share of the vehicle, communications , and other services related to the patrol services. The following breakdown shows the prior year costs for Animal Control Field Services : FIELD SERVICE COSTS Actual Actual Actual Actual Estimated FY FY FY FY FY 1982/83 1983/84 1984/85 1985/86 1986/87 $21 , 617 $22, 142 $24, 278 $25 , 278 $29 , 200 As noted above the City requested supplemental hours in 1984/85 . This required development of a new position and approval from the County Civil Service Commission. Unfortunately , the county experienced a lengthy recruitment process , which was compounded by a vehicle availability situation. The SAN position has only worked a noticeable amount during 1986/87 . For the first six months , the City received an average supplement of 27 hours per month by the SAN position. The existing contract authorizes the County to provide up to 43 hours per month of the supplemental service . Staffing Needs Staff has contacted the Director of Animal Control , Chief Tom Shores , regarding the supplemental services . Chief Shores has indicated that employee turnover has impacted the Department ' s ability to consistently provide the service . The services have recently been focused on providing a license canvass and they have not involved patrol . Staff recognizes that the problems encountered by Alameda County with vehicle availability and turnover would be even more evident if the. City were directly providing the service. The current workload does not indicate a need for a full—time officer . Also , the City would need to have adequate back—up to relieve a City employee when leave was used . The contract arrangement has the advantage of providing support services proportionate to the workload. Given that the SAN position has proven difficult , Staff would request additional time to evaluate alternative methods of providing additional service. Shelter Services The Santa Rita Animal Shelter is currently used by four agencies (Dublin, Livermore , Pleasanton , and Alameda County) . The agencies share the cost of operating the shelter based on the pro—rata share of animals impounded by each agency. The actual cost of operations is reduced by revenues generated by the shelter . This would include fees collected for impounding and adoption services . Shelter Costs The cost for shelter services has increased substantially over the past four years . The primary reason for this change is due to changes in the number of agencies using the animal shelter . In 1984/85 the City experienced a 60. 8 percent increase over the prior fiscal year . This was due to the City of San Leandro obtaining shelter services elsewhere . The location of the Santa Rita Shelter did not provide convenient access for their residents and patrol services personnel . As a result of this change , the cost of operating Santa Rita was divided among fewer agencies . The prior years cost for shelter services are shown below: SHELTER SERVICES COSTS Actual Actual Actual Actual Estimated FY 82/83 FY 83/84 FY 84/85 FY 85/86 FY 86/87 $8, 498 $6 , 317 $10, 158 $10, 160 $14, 115- 16 , 400 Staff anticipates that the City will experience a similar increase in 1986/87 . In Fiscal Year 1985/86, Alameda County made the decision to reopen the San Leandro Animal Shelter adjacent to the Fairmont Hospital . This further reduced the population at the Santa Rita Shelter . A large portion of the unincorporated area serviced by Alameda County is located in Castro Valley and is served more easily from the San Leandro Shelter . As a result of this change, the City of Dublin now accounts for 14 percent of the use of the Santa Rita Shelter . Previously, the City only represented 7 percent of the usage. However , Alameda County went from 49 percent in 1985/86 to 10 percent in 1986/87 . The exact sharing ratios for 1986/87 were not determined until September of 1986 . Therefore , the approved budget for 1986/87 Shelter Services did not anticipate the extreme change in the cost allocation formula . Alameda County has agreed to absorb the increased cost for the first half of 1986/87 . However , the second half will be distributed according to the new ratios . The estimated 1986/87 costs are shown above . Future Shelter Services Alameda County has been working with the Valley Cities on the provision of a new Animal Shelter since September of 1984. The County intends to close the shelter at Santa Rita when the new jail is completed. County Staff members have been meeting with City representatives to identify potential locations . A meeting has been scheduled for February 11 , 1987 , to discuss funding alternatives and potential construction costs . Once formal details are available , Staff will provide the City Council with a comprehensive report. Insurance Costs Pursuant to the City ' s agreement with Alameda County, the County determines the pro-rata share of insurance costs associated with various services . It is anticipated that insurance costs for Animal Control could range from $620-$2 ,310. The County has recently hired a new Risk Manager who is reviewing the formula for distributing these costs . These costs should be defined in the near future . Conclusion Overall , Staff receives very few complaints related to Animal Control . This is often the best indicator of the level of services being provided to residents . The current workload is such that it does not appear to be economically feasible to handle this service with City Staff . The required staffing would be substantially more than the workload would dictate . Therefore , a shared arrangement utilizing a contract is the most appropriate means to provide this service . Staff will continue to evaluate alternative methods of providing supplemental services . Also , a report related to the future provision of Animal Shelter Services will be provided . Staff would request that the City Council provide additional input . It is anticipated that the outstanding issues will be resolved , prior to June 30, 1987 , which is the termination date for the existing agreement . Based on input received from the City Council a revised agreement will be prepared for City Council consideration . • AGREEMENT � ! ANIMAL CONTROL FIELD SERVICES THIS. AGREEMENT, made and entered into this / day of,402112g2a088, by and between the COUNTY OF ALAMEDA, hereinafter referred to as "COUNTY", and the CITY OF DUBLIN, hereinafter referred to as "CITY"; RECITALS: (a) The CITY is desirous of contracting with the COUNTY for the performance of animal control field services within its boundaries by the COUNTY of Alameda until June 30, 1987. (b) The COUNTY is agreeable to rendering such services on the terms and conditions hereinafter set forth. • (c) Such contracts are authorized by Section 51300 et seq. of the Government Code. (d) The CITY and COUNTY may review annually, in May of each year, the level of service provided within the CITY and mutually agree on appropriate adjustments. - (e) The CITY and COUNTY agree that there shall be annual cost-of- living adjustments and operational cost increases. Annual cost-of-living shall include'but are not limited to salary increases granted by the COUNTY. The COUNTY shall review and update annually, in May of each year, the cost of providing services to the CITY and provide the CITY with projected cost adjustments. . THEREFORE, THE PARTIES AGREE AS FOLLOWS: I. SERVICES TO BE PROVIDED a. The COUNTY agrees to provide animal control field services within the corporate limits of the CITY to the extent and in the manner hereinafter set forth. 0 Such services shall only encompass duties and functions of the type coming within the jurisdiction of and customarily rendered by the Field Services Department of the COUNTY. - The level of service shall be that same basic level of services as shown on the Field Service Operations Chart attached hereto as Exhibit A and made a part hereof by this reference. COUNTY may make adjustments therein which are requested by the CITY if COUNTY has the capability to . • provide said adjustments of service level. - The rendition of such services, the standard of performance and other matters incidental to the performance of such services, and the control of personnel so employed shall remain within the control of:-the COUNTY. In event of dispute between the parties as to the extent of the duties and functions to be rendered hereunder or the level and manner of performance of such service, • the COUNTY'S determination thereof shall be final and conclusive as between the parties hereto. Such service shall include the enforcement of State statutes and such municipal animal control ordinance as the CITY may adopt that is identical to COUNTY'S Ordinance. b. To facilitate the performance of said functions, it is hereby agreed that the COUNTY shall have full cooperation and assistance from the CITY, its officers, agents, and employees.. c. For the purpose of performing said functions, COUNTY shall furnish . and supply all necessary labor, supervision, equipment and supplies necessary to maintain the level of service to be rendered hereunder. In all instances where special supplies, stationery, notices, forms and the like must be issued in the name of the CITY, the same shall be supplied by the CITY at its expense. d. The CITY or COUNTY may terminate those animal licensing services provided by the COUNTY to the CITY at any time during the term of the contract upon providing the other party with thirty (30) days advance written notice. Such notice shall be delivered by registered mail. - II. LIABILITY a. All. persons employed in the performance of such services and functions for CITY shall be COUNTY employees, and no CITY employee as such shall be taken over by COUNTY. No person employed hereunder shall have any CITY pension, civil service, or other status or right. b. CITY shall not be called upon to assume any liability for the direct payment of any salary, wages, or other compensation to any COUNTY personnel performing services hereunder for CITY, or any liability other . than that expressly provided for in this agreement. . Except as herein otherwise specified, CITY shall not be liable' for compensation of or indemnity to any COUNTY employee for injury or sickness arising out of his employment. c. The CITY shall assume liability and shall pay cost of defense and hold the COUNTY harmless from loss, -costs or expenses caused by the negligent or wrongful act or omission of CITY officers, agents, and employees occuring in the performance of this agreement to the extent that such liability is-imposed on the COUNTY by the provisions of Section 895.2 of the Government Code of the State of California. In addition, when liability arises pursuant to Section 830, et" seq. , of the Government Code, by reason of a dangerous condition of public property of the CITY, the CITY shall assume liability and pay cost of defense and hold the COUNTY harmless from loss, costs or expenses caused by the negligent or wrongful act or omission of CITY officers, agents, and employees arising in the performance of this agreement. -2- - / • d. The COUNTY will assume liability and pay cost of defense and hold the CITY harmless from loss, costs or expenses caused by the negligent. or wrongful act or omission of COUNTY officers, agents,' and employees occuring in the performance of this agreement to the extent that such liability is imposed on the CITY by the provisions of Section 895.2 of the Government Code of the State of California. In addition, when liability ' arises pursuant to Section 830, et seq., of the Government Code, by reason of a dangerous condition of the public property of the COUNTY, the COUNTY shall- assume liability and pay cost of defense and hold the CITY harmles s from loss, costs or expenses caused by the negligent or wrongful act or . omission of COUNTY officers, agents, and employees arising in the ' performance of this agreement. III. INSURANCE That insurance agreement between CITY and COUNTY which is in effect during the term of this agreement shall apply hereto and is fully incorporated herein by reference. IV. COST OF BILLING PROCEDURES a. CITY shall pay COUNTY the actual cost to the COUNTY of services provided under this agreement at rates determined by COUNTY in accordance with the policies and procedures established by the Board. of Supervisors. b. The COUNTY shall bill CITY for services quarterly. The CITY shall pay COUNTY within thirty (30) days from the date of billing. . If such payment is not received by COUNTY at the office which is described on said billing within thirty (30) days after the date of delivery of said billing, COUNTY is entitled to recover interest thereon. Said interest 'shall be at the rate of one (1) percent per calendar month or any portion thereof calculated from the date of delivery of said billing. c. COUNTY agrees that all dog license fees which it collects for dog licenses issued by COUNTY to residents of CITY shall be remitted to the CITY quarterly. d. CITY agrees that whenever animals from within the boundaries of the CITY are delivered to animal shelters operated by or on behalf of COUNTY, the CITY shall pay for the treatment and shelter of said animals, reptiles, and fowl at rates to reflect the cost of such shelter and treatment as determined by the COUNTY. This provision shall not be effective whenever CITY contracts separately for shelter services from COUNTY. e. Notwithstanding anything to the contrary herein contained, this agreement shall be sooner terminated at any time that CITY fails to enact and to maintain in full force and effect, including the amount of fees provided, an animal control ordinance indentical with the provisions of the COUNTY'S Ordinance. -3- - - - - f. The COUNTY agrees to keep separate records for CITY. Such records shall be open for examination by CITY during all business. hours. V. DURATION AND TERMINATION This agreement shall have an effective date of.July 1, 1985, and unless sooner terminated as provided herein, this agreement shall terminate June 30, 1987. This contract may be modified at any time by mutual written consent or terminated upon Six (6) Months prior written notice by either party. • • CITY 9 •UBLIN By �•._ L.. = B . City Clerk Mayor APPROVED TO FO } - By: /&&/6-"-,/ :7(1'(-e/C City Attorney . ATTEST: William Mehrwein COUNTY OF ALAMEDA - Clerk of the Board of Supervisors dbaee,iL ' By: By: Deputy - Chairman, Board of Supervisors APPROVES\AS TO FORM: , ! J ; - nPt y Counsel /, I hereby certify under penalty of perjury that the Chairman•of h By • ( „/ the•Beard of Supervisors was duly authorized to execute this eputy document on behalf 0�++ onty� g Alameda by a majority - � vote.of the Board_on `p Is.' and'that a copy has been delivered to the Chairman as provided by Government Cods Section 45103, Attest: • SEP 17 1985 WILLIAM MSMRW&IN, Clerk, Board of Supervisors, County of Alms, State of Cali-rnia. -4- 4284 .. , EXHIBIT A • • CITY OF DUBLIN : 1985-86 "ANIMIAL CONTROL CONTRACT ESTIMATED COST OF • FIELD SERVICE OPERATION SALARIES: Position Annual Rate Amount Totals Field Service .379 $20,249.00 7,674.00 Officer .250* 20,249.00 5,062.00 $ 12,736.00 Clerk II .109 16,772.00 1,828.00 1,828.00 • Subtotal $ 14,564.00 Benefits @ 30% (applied only to FSO working .379 & Clerk II) $ 2,851.00 Subtotal $. 17,415.00 • SERVICES AND SUPPLIES" Acct. • 3111 Office Expense $ . 160.00 =� 3251 Maintenance of Electronics 203.00 3291 Communications 312.00' 3354 Transportation, Motor Vehicle 3,726.00 3411 Professional & Specialized Services 6,156.00 - All other services and supplies 365.00 3e22. Subtotal - $ 10,922.-00 - Plus Indirect Costs 1,488.00 TOTAL - $ 29.825.00 • *Subject to the availability of qualified personnel in Field Services Officer positions on an as-needed basis (SAN) This final total is divided by 4 to arrive at the quarterly amount billed. 4313