HomeMy WebLinkAboutCAO 13-11
Cif Report To
Executive Committee
PICKERING Report Number: CAO 13-11
Date: September 12, 2011
187
From: Debbie Shields
City Clerk
Subject: Animal Sheltering Services
- File: S3010-007-11
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Recommendation:
1. That Report CAO 13-11 be received;
2. That the current lease and servicing agreement with The Dog Pad Inc. which
expires on December 31, 2011, located at 15 Reesor Road not be renewed.
3. That Council provide pre 2012 Capital Budget approval for the following:
a) that the Mayor and Clerk be authorized to enter into a 5 year lease, in a
form acceptable to the Chief Administrative Officer, the Director of
Corporate Services & Treasurer and the City Solicitor, with Transport
Canada for the property located at 1688 Highway No..7; and
b) leasehold improvements, furniture and fixtures in the estimated amount of
$100,000.
4. That Council authorize the Director, Corporate Services &.Treasurer to finance
the project as follows:
a) the estimated project cost for leasehold improvements, furniture, fixtures, and
equipment through an internal loan not to exceed $100,000 at a term not to
exceed five years;
b) the internal loan be undertaken from the Development Charges Reserve
Funds at a rate of 2.5%;
c) the loan be repaid through an annual savings in lease and service costs
allocated in the current budget for Animal Services in the estimated amount
including financing cost of $21,500 annually until the loan is repaid; and
d) the Treasurer be authorized to make any changes, adjustments, and
revisions to the amount, term, and conditions or take any actions necessary in
order to effect the foregoing;
Report CAO 13-11 September 12, 2011
Subject: Animal Sheltering Services Page 2
5. That the appropriate officials of the City of Pickering be given the authority to
give effect thereto.
Executive Summary: Since 2007, the animal shelter has been based at a boarding
kennel located at 15 Reesor Road in Toronto. Contract negotiations began earlier this
year with the Dog Pad Inc., as the current contract is set to expire on December 31,
2011. On July 1, 2011, the City was advised that the Dog Pad Inc. was requesting a
50% increase in lease and service payments to extend the lease. Under the provisions
of the current agreement, should the City not agree to the 50% increase, the Dog Pad
Inc. has given the City notice to vacate the premises on or before December 31, 2011.
A 50% increase would mean the annual lease and service cost of $54,000 would
increase to $81,000 yearly for the use of their facility.
The City recently became aware of the potential to lease property located at 1688
Highway No. 7 in Brougham, formerly known as Nonna's Cafe. Upon further
investigation, it has been determined that this site would be an excellent opportunity for
the City to run and operate its own animal shelter in Pickering. This site would suffice
for the next five years however; the long term plan is to have a permanent animal
shelter built in conjunction with a new Operations Centre.
The market rate for the above property was listed at $1500 monthly (net), however
Transport Canada have agreed to lower this to $1000 monthly (net) subsequent to
discussions with senior staff.
The operating costs for the City to run its own animal shelter will be covered under
Animal Services current operating budget (account 2399) and are estimated to have a
net savings of $30,000 yearly.
Council approval is required to enter into the lease and fund leasehold improvements,
furniture, and fixtures. All funds will be repaid out of the current budgeted expenditure
account for animal services.
Financial Implications: As the current arrangement with The Dog Pad Inc. ends on
December 31, 2011, the recommendations require approval prior to Council considering
the 2012 Budgets. The property at 1688 Highway No. 7 will require work to retrofit the
facility to meet our animal sheltering needs. In order to ensure the new facility is ready
to shelter animals by January 1, 2012, the necessary work must begin immediately.
The chart below compares yearly operating costs based on our current contract,
proposed contract and to operate a city run facility.
CORP0227-07/01 revised
Report CAO 13-11 September 12, 2011
Subject: Animal Sheltering Services Page 3
109
Current Cost Proposed Cost at City Run Facility Cost at
at the Dog the Dog Pad Brougham Site
Pad
Lease Costs 2,000/month 3,000/month $1,000/month
(negotiated down from $1500)
Service Costs $2,500/month $3750/month $0- included in current
(includes staff and salaries
maintenance
Utilities Included with n/a Hydro: $5,000
lease costs Oil: $4,000
Water: $600
Contin enc n/a n/a $2,400
Total Yearly Costs $54,000 $81,000 $24,000
While the exact nature and cost of leasehold improvements, furniture, fixtures and
equipment is to be determined, it is felt that a provision of $100,000 should be sufficient.
This expenditure will be financed by an internal loan to be repaid with the annual
savings in lease costs over the next five years.
Staff's best estimates do not indicate an increase in budget for this facility and
operation.
As previously indicated, by operating our own animal shelter the City will be saving
$30,000 annually over the current cost. Based on the proposed contract put forward by
The Dog Pad Inc., the City would have a cost saving of $57,000 over the renewal lease
cost.
Sustainability Implications: We are committed to financial integrity, accountability
and fiscal sustainability. This new lease arrangement will bring all shelter management
directly under the city's control as well as being more cost efficient and saving money.
The hamlet of Brougham is only 10km away from the core of the City and is more
accessible than our current facility, located in Scarborough.
Having a facility located in Pickering will ultimately reduce the distance of travel that
staff are required to drive, therefore, reducing the amount of gas emissions entering into
the environment.
Operating our own facility will allow us to expand our community engagement initiatives,
and further develop education and volunteer opportunities.
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Report CAO 13-11 September 12, 2011
Subject: Animal Sheltering Services Page 4
Background: The City assumed the responsibility of Animal Services on
January 1, 2006 upon termination of a long term agreement with the Town of Whitby.
Since that time, all functions of Animal Services are handled in-house with the exception
of shelter services.
On May 14, 2007, Resolution 100/07 for Report CS 19-07 was passed by Council
recommending that the City enter into a public-private agreement with Country Boarding
and Training Kennels located in Toronto for a five year term. The agreement stated that
Country Kennels would provide the feed, care and housing for all Pickering Animals,
while City staff would be responsible to staff the facility each evening, for residents to
reclaim or adopt animals. This agreement started in July of 2007.
In October of 2009, Country Kennels was sold and purchased by a new owner called
The Dog Pad Inc. The current agreement states that the Dog Pad Inc. will provide care
and housing for all Pickering Animals, while City staff are still responsible to staff the .
facility each evening for residents to reclaim or adopt animals. In addition, the City is
now responsible for providing all food and litter required for our animals.
This public-private agreement was put into place while the City reviewed a long term
plan to build an animal shelter in conjunction with a new Operations Centre.
The current agreement has allowed staff to better understand the day to day operations of an animal shelter. Although this agreement has worked for the past 5 years, staff feel
that at this time in order to provide the most cost efficient and the highest quality of
service to our residents, we must have direct control of all aspects of our animal shelter
service.
Short Term Sheltering Plan
Staff are recommending that the City enter into a 5 year lease with Transport Canada to
lease the property located at 1688 Highway No. 7 in Brougham, formerly known as
Nonna's Cafe. Further to the financial cost savings, staff have identified many other
advantages associated with the City operating its own animal shelter.
Advantages of taking full ownership of animal sheltering include the following;
• shelter is in Pickering
• immediate accountability as the service provider, and the ability to address
problems immediately
• increase consistency with standards of Animal Care
• increase consistency with cleaning practices and care given to animals
• potential to increase sense of pride by City Staff and residents
• potential to increase community engagement
• free up office space at City Hall
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Report CAO 13-11 September'12, 2011
Subject: Animal Sheltering Services Page 5
191
In order to fulfill legislative requirements, certain leasehold improvements will have to be
undertaken. Jurecka & Associates has been hired to conduct a preliminary assessment
of the property and to determine what leasehold improvements are necessary.
The chart below identifies the one-time leasehold improvements that will be required in
order to retrofit the building to meet legislative requirements to operate an animal
shelter.
Infrastructure upgrades • insulating and treating the exterior
walls and ceilings (including air &
vapour barrier and interior finish)
• extension of HVAC conduits and
venting throughout facility
• additional lighting where existing
is insufficient
• additional electrical distribution
where insufficient
• water supply with floor drains to
rear east room
• paint throughout
Site modifications to meet accessibility • install concrete ramp, handrails,
requirements landing & steps to front entrance of
(longer-term) building
• retrofit washroom to meet legislative
requirements
Other Site modifications . fence surrounding perimeter of
property
• Install security system
Furniture & Fixtures, and Equipment . washer/dryer
These items are a one-time capital cost and
will be re-located to another facility when the • portable dog runs
time comes. • cat cages
• power washer
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,Report CAO 13-11 September 12, 2011
Subject: Animal Sheltering Services Page 6
192
Animal Housing Requirements
Housing is being recommended for approximately 35 cats, and an additional capacity
for 4 cats in quarantine and 4 cats in isolation facilities
Housing for 10 dogs is being recommended including an.area to quarantine for rabies
observation and/or isolation due to disease.
Sheltering and Administrative Staff Requirements
The Supervisor of Animal Services will oversee the day to day operation of the shelter
and field staff and assist Officers in all areas when needed. All animal services staff
would work out of the facility and would assist in the day to day sheltering activities.
The current 2012 staffing complement for Animal Services will be able to successfully
run the animal shelter. Staffing requirements will be reviewed on an annual basis and
depending on service needs; future staffing will be budgeted accordingly.
Operating our own animal shelter will give us the opportunity to further develop our
volunteer program and have an opportunity to further engage with our community.
Currently, our volunteer program consists of 35 registered volunteers. Unfortunately,
without our own facility our volunteers are only able to assist us at our satellite adoption
facility at PetSmart, limiting the numbers of volunteers required. Operating our own
animal shelter will allow us to expand our volunteer program into the shelter.
.Long Term Sheltering Plan
The City of Pickering is currently undertaking an Environmental Assessment to
determine an appropriate location to build a new Operations Centre. As part of that
assessment, the consultants have been asked to evaluate the potential to have an
Animal Shelter located on the same site.
The long term plan of Animal Services is to have an animal shelter built on the same
site as the Operations Centre. Depending on the location and size of land allocated for
the animal shelter, we will investigate the potential to partner with another municipality
or a local veterinarian.
Summary
Based on the information provided in this report, it is recommended that the City
proceed to enter into a 5-year lease with Transport Canada to operate our own animal
sheltering facility.
Attachments: none
CORP0227-07/01 revised
Report CAO 13-11 September 12, 2011
Subject: Animal Sheltering Services Page 7
193
Prepared By: Approved/Endorsed By:
6AIam Q W i2s J
Lindsey Narraway Debbie Shields
Supervisor, Animal S rvices City Clerk
Gil Paterson
Director, Corporate Services & Treasurer
Copy: Chief Administrative Officer
Recommended for the consideration
of Pickering Cit Counci
) Am - Z4,2-011
Tony Prevedel, P.Eng.
Chief Administrative Officer
CORP0227-07/01 revised