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HomeMy WebLinkAboutCS 37-05PICKERING REPORT TO EXECUTIVE COMMITTEE Report Number: CS 37-05 Date: April 22, 2005 From: Everett Buntsma Director, Operations & Emergency Services Subject: Animal Control Services - City of Pickering - File: A-2130 Recommendation: 1. That Report of Corporate Services CS 37-05 regarding animal control services for the City of Pickering be received; and That Council approve one of the options listed in the Executive Summary, as the City's preferred method for Animal Control Services effective January 1, 2006; and 3. That the appropriate officials of the City of Pickering be authorized to take the necessary actions to give effect thereto. Executive Summary: City staff in accordance with the direction of Council, have investigated various options for the operation of animal control services, effective January 1, 2006. The following summarizes the options available. Option 1 - Status Quo Renegotiate a new contract with the Town of Whitby to continue to provide animal control services for Pickering. Option 2 - City self-operated Under the auspices of the City Clerk hire part-time animal control staff, buy a vehicle and use the Whitby animal shelter for animal confinement and other services or construct own shelter and hire a full-time trained staff to operate. Option 3 - Partnership with Ajax This would involve a negotiated arrangement with Ajax with regard to staffing and vehicle acquisition. Costs are based on preliminary estimates provided by Ajax. Note that Ajax could be invited to participate under Option 4. Report CS 37-05 Subject: Animal Control Services Date: April 22, 2005 Page 2 Option 4 - Contract Out This would involve an arrangement through an RFP with an animal control service presently offering services of a similar nature, could be a private contract or a contract with a public agency. Financial Implications: Option 1 Option 2 Option 3 Option 4 2006 estimated 2006 estimated 2006 estimated 2006 estimated Various as outlinedin background. $300,000 $550,000 + $150,000 + $150,000- $600,000 Dependenton capitalneeds Background: the Town of Whitby advised The City of Pickering that the Town was terminating the present PAW contract for animal control services effective December 31, 2005. As such Report to Council # CS 11-05 was forwarded to Pickering Council seeking direction. Pickering Council directed staff to explore various options and report back to Council those options available. Staff has spent considerable time evaluating preliminary options and now requires specific direction from Council as to which option City staff should pursue to effect a solution for January 1, 2006. The options are displayed in the attached chart. It should be noted that staff have only had sufficient time to analyze briefly the options listed. An in depth review of Council's preferred option will be undertaken at Council's direction and reported back to Council in sufficient time as to ensure a service exists on January 1, 2006. CORP0227-07/01 Report CS 37-05 Subject: Animal Control Services Date: April 22, 2005 Page 3 Options Description Con's Pro's Estimated costs 1. Status Quo Possible unfunded liabilityInvolves little City $300,000 issues, staff time. Significant union inflexibility Cost effective basic issues, service. Residents familiar Escalating costs to with service. maintain shelter and upgrade 2. City Self Operated Significant Capital Cost Can establish desired Estimated level of service Capital (based on 12 $300,000 to hr/day Mon- Fri Administration of staff andEnforcement under $400,000 4 hr/day Saturday benefits direct City control Estimated & Sunday) Operating $15.00 - $20.00 Supervisory concerns $150,000 + per hour plus benefits Staff Training and TOTAL associated costs. $550,000 + plus shelter Shelter operating costs operating - costs unknown 3. Partnership with Require shelter access Possibly more cost Town of Ajax controlled Capital costs for vehicles $150,000 + Possible increased staffingHire part-time for liabilities flexible service hours 4. Contract Out Work required for RFP Cost controlled over Estimated life of Agreement Capital Loss of direct control $300,000 to Reduced Admin. $400,000 Any increase in service will requirements contract cost increase costs for Professional staff enforcement No available shelter, No staffing liabilities $200,000 unless negotiate use for Total existing shelter or construct $600,000 + own. CORP0227-07/01 Report CS 37-05 Subject: Animal Control Services Date: April22,2005 Page 4 Attachments: 1. Report to Council CS 11-05 2. Preliminary Quote - Kennel Inn Inc. ir~ver ~j..B,d~ts~..~ u Director, Operations & Emergency Services Approve~rsed Bruce Taylor City Clerk EB:mld Attachments Copy: Chief Administrative Officer Director, Corporate Services & Treasurer Recommended for the consideration of Th,e/tC-~'S'~,~.' Q¢i..i ,, Chi~f~Ad~ ' ' ' CORP0227-07/01 REPORT TO EXECUTIVE COMMI EE Report Number: CS 11-05 Date: January 26, 2005 From: Bruce Taylor, AMCT, CMM City Clerk Subject: - PAW Animal Services 2004 Activity Report - Notice of Termination of PAW Agreement Recommendation: That the PAW Animal Services 2004 Activity Report as set out in PAW Treasurer's Report 2-05 be received for information. That the letter from the Town of Whitby dated December 14, 2004 advising of a resolution passed by the Council of the Town of Whitby giving notice of the termination of the current animal services agreements effective December 31, 2005 be received for information. That the appropriate officials of the City of Picketing be authorized to take the necessary actions to give effect thereto. Executive Summary: The purpose of this Report is to advise Council of the 2004 PAW Activity Report and to advise Council of a resolution passed by Whitby Council to give notice of termination of the current animal services agreements effective December 31, 2005. Financial Implications: Not applicable Background: Please be advised that the PAW Joint Animal Services Committee passed the following motion at its meeting of January 11, 2005: That the Pickering-Ajax-Whitby (PAW) Animal Services 2004 Activity Report be received as information. Report CS 11-05 PAW Animal Services ATTACHMENT #_~TO REPORT # C~__.__~, ,,~7'~' 7_ c.~' i~ January 26, 2005 Page 2 2. That the PAW Committee commend the efforts of the public and the local animal rescue organizations in assisting the animal services staff achieve a "no kill" status for a third successive year; and, That a copy of Treasurer's Report, Item 2-05, be forwarded to the Councils of Ajax, Pickering and Whitby for their information. Attached hereto is a copy of PAW Treasurer's Report 2-05 for your information. At its meeting of December 13, 2004, the Council of the Town of Whitby passed the following resolution: That the Town of Ajax and the City of Pickering be advised that the Town of Whitby desires to negotiate a new joint animal services arrangement; and That the Town of Whitby give written notice of the termination of the current animal services agreements effective December 31st, 2005. Attached hereto for your information is a letter from the Town of Whitby providing the written notice of termination as noted in the above resolution. Attachments: 1. PAW Treasurer's Report 2-05 2. Letter from the Town of Whitby giving notice of termination of PAW agreements Prepared By: Bruce Taylor City Clerk Approved i Endorsed By: Gillis A. Paterson Director, Corporate Services & Treasurer Attachments Copy: Chief Administrative Officer Report CS 11-05 PAW Animal Services / ATTACHMEN'~ ~__L._~. ,~.~ i,~O~i ,~ ~_~ .._~ j~ihu)ary 26, 2005 C,~ I_¥ Page 3 Recommende~onsideration of Pickering~ /~Thomas J. ~n, Ch'~f Administrative Officer ZTEM 2-05 .lanuary tl, 2005 Subiect: Picke. ringrAjax-Whithy Animal Services 2004 Activity Report'. Recommendation:' That the Pickering-Ajax-WhitbY (PAW) Animal Services 2004 Activity Repo~c be received as information; Oriqin: Analysis: That the PAW Committee commend the efforts of the public and the local animal rescue organizaUons in assisting the animal services staff achieve a "no kill" status for a third successive year; and, That a copy of Treasurer's Report, Item 2-05, be forwarded to the Councils of Ajax, Picketing and WhiU~y for their information. As the attached activity report indicaf~.s, PAw can' boast that for'the third successive year no adoptable pets had t.o be euthanlsed.. With the assistance of the general public and the local animal resCUe organizaUons PAW was successful in finding a home for every adoptable pet ~aken in at the Animal Services Centre in 2004. The adoption success of PAW is in no small measure attributable to a number of initiatives introduced by the PAW Committee to, · · promoteand develop responsible pet'ownershlp; and, · · adopt out as many homeless animals as possible. The initiaUves include, customer service training and development for the animal services staff to equip them with the skills and. knowledge reqUired to provide 'quality animal services; the development, of an animal services website to better promote and publicize animal services available to the citizens of the three communities; an advertising program to promote the importance·of responsible pet ownership, publidze the plight of homeless pets, find good, loving homes for unwanted pets and seek the public's assistance in combatting pet overpopulaUon; exploring new ways and means of improving communication and working relationships with local'pet fanciers such as veterinarians, pet store owners, animal shelter operators, rescue groups, otc,, to find good, loving homes for homeless pets and to promote responsible pet oWnership; and, establishing a pet foster program to Increase the chances that animals · at the Animal Services Centre find good homes. ~TTACH~ENT #'l TO REPORT #..~,~. ~F,:" '~? .../, "r(.,, REPORT Treasurer's Report, Item 2-OS (Continued) These' initiatives have resulted in PAW achieving a "no kill" status l~he last three years. With the invaluable help andassistance of the general public and local animal rescue groups, PAW has been able to find a .home for every homeless, adoptable pet taken in. Alternatives: N/^ Existinq Policy: N/^ · Financial Considerations: N/^ Telephone 905-665-5505 Toronto 905-686-2621 Fax 905-686-7005 THE CORPORATION D'F-~I~W~' WHI~BT I,t~ ,T(I!, .~.Ra§ional Mun~ipality of Durham:6" .~ ~7 ~ff / ~ MUNICIPAL BUILD~G  .575 Rossland Road East ~ Whitby, Ontario ~/~ Canada % % December ~4, 2004~ File: A-2Z60 (Animal Se~ices) Clerk's Division Corporate Services Department Pickering Civic Complex One The Esplanade Picketing, Ontario LlV 6K7 Attention: Bruce Taylor, City Clerk Re: Pickerinq-Ajax-Whitby (PAW) Animal Services 2005 will mark the 20th anniversary of Whitby's reciprocal animal services arrangement with the Town of Ajax and the City of Pickering. Whitby Town Council believes it is timely to review the arrangement. At a meeting held on December 13th, 2004, Whitby Town Council passed the following resolution: That the Town of Ajax and the City of Pickering be advised that the Town of Whitby desires to negotiate a new joint animal services arrangement; and, That the Town of Whitby give written notice of the termination of the current animal services agreements effective December 3:Lst, 2005. Background information is contained in Corporate Services Director's Report, Item 22-04, a copy of which is enclosed. Notice is accordingly hereby given that the animal services agreements dated December 31st, 1985, between the Town of Whitby and the City of Picketing and the Town of Ajax shall terminate on December 31st, 2005. As indicated, Whitby wishes to negotiate a new joint animal services arrangement. The founding premise that by working together Ajax, Pickering and Whitby are able to offer animal services of the highest quality and the most effective delivery possible with the resources that are available applies equally as well today. DGM/Icr DonaldZ~~/'' Dire~rate Services/Clerk CORPORATE SERVICES DIRECTOR'S REPORT TO OPERATZONS COMMTrrEE / ecember 004 Pickering-Ajax-Whitby (P.A.W.) Animal Services RecommendaUon: ~.. That the Town of Ajax and the City of Picketing be advised that the "' Town of Whitby desires to negotiate .a new joint animal services arrangement; and, 2. That the Town of Whitby give wdtten notice of the termination of the current animal services agreements effective December 3:Et, 2005. Oriqin: Analysis: Next year will mark the 20t~ anniversary of Whitby's reciprocal animal services arrangement with the Town of Ajax and the City of Picketing. It is timely to review and update the joint animal services arrangement to best position the municipalities to continue to provide cost effective animal services to the citizens of their communities. Back§round In 1985 Ajax, Pickering and Whitby collaborated to assume joint responsibility for animal services. The services had previously been provided under contract by the Ontario Humane Society. By agreement, the Town of Whi~y assumed responsibility for the provision of pound-keeper and animal control officer services for the three munidpalities. In return, Ajax and Picketing agreed to pay their per capita share of the operating costs. It was agreed that capital costs would be shared equally. Also, a joint board of management known as the Pickering-Ajax-Whi~y ]oint Animal Services Committee, composed of a councillor from each of the three municipalities, was established to manage the operation of the joint service, including the maintenance and operation of the animal services centre in Whitby and the administration of the service contract. The agreement was based on the premise that by acting together in a collaborative way, the three municipalities would be best positioned to offer animal services of the highest quality and.the most effective delivery possible within the resources that were available. Over the years, the economies of scale have benefited each of the municipalities. The reciprocal animal services arrangement has served the municipalities well. _Corporate Services Director's Repo..rt, Item 22-04 (Con't) .... _ · ~ Curr-Eiit'Situat~°n,, :It is timely to review the terms and conditions of the animal services agreements to ensure the three munidpalities are well positioned to continue to provide cost effective services to an ever increasing urban population. There are a number of areas that should be reviewed. For example, under the current arrangements neither Ajax nor Pickering share any of the associated overhead costs of running the animal services operation. In the early days, PAW's mandate was simple and straight forward i.e. to control domestic animals and wildlife. Over the years, PAW's mandate has developed into a multi-faceted animal service providing everything from cat and dog control to public education in dealing with wildlife, the regulation and control of exotic animals, and the promotion of responsible pet ownership, Ajax and Picketing have increasingly relied on Whitby to take the lead in the development, delivery and administration of animal services programs and operations. While Ajax and Pickering have played an important contributing role in the area of policy development, it has been left to Whitby to administer and manage the day to day animal services operations and programs. While there is general agreement that each of the municipalities is better served by having the responsibility for the delivery and administration of animal services vested in one municipality, Whitby is finding it necessary to devote an ever increasing amount of time and effort in providing the necessary administraUve support services in areas such as finance, human resources, information technology, administration, marketing and promotion, legal, and technical services. The overhead costs associated with these administrative services are significant. Conservativ_e!y speaking, it is estimated that they amount to between six and eight percent of PAW's operating budget, or, in other words, between $45,000.00 and $60,000.00 annually. Under the current contractual arrangements, Ajax and Pickering do not share these costs. They are borne solely by the Town of Whitby. Another contractual area that needs to be addressed is the termination provisions contained in the current animal services agreements. The agreements simply provide that the animal services contract may be terminated on December 31~t in any year by any one of the municipalities upon six months written notice. On termination, Whitby is required to pay to each of Ajax and Picketing one third of the value of the animal services premises including buildings, equipment and related appurtenances. There is no requirement on the part of either Ajax or Picketing to assist Whitby in the placement of animal services employees that might be displaced as a result of the termination of the contract. As the municipalities continue to grow in population and as PAW continues to provide ever increasing levels of service, there will be a need for Whitby to hire additional staff. The termination provisions of the current agreements need to be revisited to better protect Whitby's interests and the interests of its employees. Also, the whole concept of the management and control of the animal service and what particular role the Pickedng-Ajax-Whitby .loint Animal Services Committee should play in the future requires examination. These are but a few of the areas that need to be reviewed and updated. Corporate Services Director's Report, T~em 22-,04 (,C, on't~ / Conclusions /,~3 [;~f' -~ The founding premise that by working together Ajax, Pickering and Whitby were able to offer animal services of the highest quality and the most effective delivery possible with the resources that are available applies equally as well today. However, the working arrangement that was negotiated nearly twenty years ago is out of date and needs to be revisited. It is therefore recommended that Ajax and PJckering be advised that Whitby desires to negotiate a "new deal". In order to best position the Town of Whitby going into the negotiations, Whitby should give written notice of the termination of the current animal services agreements effective December 31~, 2005. Existinq Policy: Refer to Analysis Alternatives: N/A Financial Considerations: Refer to Analysis APR-28-2005 18:84 AM DS LAWRENCE Animal Control Centre 14378 Yon~ St, RR#2, Aurora, Ontlirlo L4G 3G8 P.02 April 27, 200~ Mr, Bruce Taylor, AMCT, CMM City Cl~rk, Picketing Civic Complex One the Esplanade, Picketing, Ontario L1V 6K7 Dear Mr, Taylor: Re: Propossl for Animal Control Seryiees Thank you very much for allowing us the opportunity to submit a proposal for Animal Control Services with the City of Pickering. It is understood that this submission is for consideration purposes and tha there are no obligations to either party. The proposal is based on the following level of services' Monday to Saturday By-Mw enforcement response hours: 8:00 am -4:30 pm Sundays/Public Holidays: ernergc'ncy service only 24 hour/7 day emergc-ncy scl'vice Animal By-Law enforccracnt, court representation Daily aotivky Cadaver disposal Pg 1 ~PR-2g-2805 AM DJ LAWRENOE KENNEL INN 985 ??5 8645 Kennel Inn Ino provides: 2 Animal Control Officers 2 identifiable Animal Control vehicles/paraphe~ia gasoline, insurance, repairs cell phones/pagers uniforms Exemption from liability once the animal is in the care of thc shelter. Not responsible for any shelter or veterinary costs ]~.J.~ncc, Dirccto~ r Kcrmcl Inn Inc $ 200,000 p/year pg 2