HomeMy WebLinkAboutCS 84-05O76
PICKERING
REPORT TO
COUNCIL
Report Number: CS 84-05
Date: November 7, 2005
From:
Debi A. Bentley, CMO, CMM III
City Clerk
Subject: City of Pickering Preliminary Operating Plan for Animal Services
Recommendation:
1. That Report CS 84-05 of the City Clerk be received for information;
o
o
That the 2006 Preliminary Operating Plan for Animal Services for the City of
Pickering encompass in-house enforcement services and contracted/partnership
for animal shelter services;
That 2006 Capital budget pre-approval be granted to allow for the purchase of
one van equipped for animal services at an approximate cost of $30,000. and
miscellaneous equipment costs at an approximate cost of $6,000. to be financed
from 2006 current revenues for a total approximate cost of $36,000.;
That 2006 Current budget pre-approval be granted to allow for the recruitment of
one full time Supervisor of Animal Services and two part time Municipal Law
Enforcement Officers/Animal Control Officers for the January 1,2006 start-up of
the City of Pickering enforcement services for animal control, at an approximate
cost of $146,294.;
That in order to provide staffing effective January 1, 2006, that authority be given
to commence the hiring process in accordance with Item 4 and the requisition for
the purchase of the vehicle and equipment noted in Item 3 in 2005 and that the
salaries and benefits for 2005 be funded from monies not otherwise required in
the 2005 current budget;
That the City of Pickering accept the offer of the Municipality of Clarington dated
September 7, 2005 with respect to the feed, care and sheltering of animals on an
interim basis effective January 1, 2006 at an estimated cost of $25,000. to June
30, 2006;
That staff be authorized to pursue and obtain quotations and/or agreements in
principle for the provision of longer term contracted/partnership for animal shelter
services; and
That the appropriate officials of the City of Pickering be authorized to take the
necessary actions to give effect thereto.
Report CS 84-05
Animal Control Services
November 7, 2005
Page 2
077
Executive Summary:
At the Council meeting of September 19, 2005, the City of Pickering adopted a
resolution acknowledging the termination of services with the Town of Whitby effective.
December 31, 2005 and directing staff to prepare a report with respect to animal
services and outlining a proposed solution for animal services effective January 1, 2006.
Financial Implications:
1.0 Enforcement:
It is estimated that enforcement services will be initially required for approximately 80
hours, therefore, it is recommended that pre-budget approval be obtained for one full
time employee (Supervisor) working a 35 hour week and two part time employees
working a 24 hour week each respectively.
Preliminary estimated costs are based on current Municipal Enforcement Officer hourly
paid rate of $25.23. for the part time employees. The full time position is estimated at a
supervisor rate of approximately $60,000. plus benefits.
1 FTE Working Supervisod2PTE
Estimated Overtime
On Call
* includes 25% benefits on FTE and 4% on PTE
140,494.*
4,000.
2,000.
Total Estimated Cost:
$146,494.
2.0 Ancillary Costs:
There will be costs related to vehicle maintenance, fuel costs, uniforms etc., however,
pre-budget approval for these items will follow in a subsequent report.
Total Estimated Ancillary Costs: ' $25,000.*
This entails costs related fuel costs, uniforms, veterinary fees, licensing software
development, program development, staff training, administration costs, waste disposal
fees etc.)
Total Shelter Costs: $75,000.*
Shelter fees relate to the sheltering of stray cats and dogs, adoption out and return to
owner, isolation of quarantined animals, feed and care of animals.
*costs have been estimated on the high side pending final negotiations.
CORP0227-07/01
Report CS 84-05
Animal Control Services
November 7, 2005
Page 3
3.0 Van (Equipment)
One van is required to provide the appropriate service levels. In 2003, PAW estimated
the cost of acquiring and converting a van at $27,000., however it is now estimated to
be $30,000. per van. The acquisition will follow the City's purchasing policies and
standards.
Van $30,000.
Equipment 6,000.
(equipment costs are for the purchase of such items as catchpoles, leather gauntlets,
transfer cage, leashes etc.)194,994.
4.0 Total Expenses
Current Budqet
EXPENDITURES
Travel
Outside Agency Services
Animal Control Services
2006 Estimated Budget
500.
22,000.
246,494.
Livestock Killed 5,000.
TOTAL EXPENDITURES 273,994.
REVENUES
Licences & Permits
Specific Grants
TOTAL REVENUES
Net Cost
(73,000.)
(6,000.)
(79,000.
$194,994.
2005 Current Budget
500.
22,000.
236,500
5,000.
264,000
(7o,ooo.)
(6,000.)
(76,000.
$188,000.
Capital Budget
EXPENDITURE
Van & equipment
2006 Estimated Budget 2005 Capital Budget
$36,000 $10,000.**
6,000.:a
** Capital contribution for 2005 not approved by city Cou~
Please note that the budget is strictly an estimated in order to obtain pre-budget
approval and once details have been finalized and approved by the Chief Administrative
Officer, they will be presented through the 2006 budget discussions.
Further, staff did enquire into the possibility of acquiring existing PAW vehicles and
equipment, but Whitby has indicated that it will retain these items for its own services.
Details regarding the valuation and disposition of PAW assets, including property,
vehicles and equipment remain ongoing.
CORP0227-07/01
Report CS 84-05
Animal Control Services
November 7, 2005
Page 4
07,9
Background:
1.0 General Overview
On December 14, 2004, the Town of Whitby served The City of Pickering with a notice
of termination of agreement with respect to the Town of Whitby providing animal control
services to the City of Pickering. The agreement, which has been in existence since
1985, which includes Pickering, Ajax and Whitby (PAW)will terminate effective
December 31, 2005. As the City of Pickering has decided to confirm the Town of
Whitby option to terminate the service, there will be anticipated costs to both Ajax and
Whitby to buy out Pickering's assets, knowing that Ajax has opted to utilize Whitby for
shelter services. It is anticipated that the Pickering Ajax Whitby Committee will have
one final meeting to wrap a number of outstanding items up.
Based on a review by the Clerks Division, it has been determined that the best
approach to take is to provide in house enforcement services for animal services
effective January 1,2006 and pursue an external agreement and or contract with a
provider of animal shelter services. Staff are pursuing a number of options and due to
time constraints it is not feasible to issue a formal request for proposal on this matter
(animal shelter services) in time for the January 1,2006 start date. Staff are aiming to
provide a confidential report on negotiations for shelter services over the next few
months.. In the interim, staff are recommending that the Municipality of Clarington be
thanked for their gracious offer and their services be requested on an interim basis with
respect to the feed, care and sheltering of animals effective January 1,2006. The City
Clerk is currently in negotiations with Clarington staff to formalize costs associated with
this service and a further update on this matter will be forthcoming. It is anticipated that
this arrangement will be in place until at least June 30, 2006.
With respect to providing in house enforcement services, the City is required to be
prepared for a start up date of January 1, 2006. In order to accomplish this, pre-budget
approval is required to enable the hiring of staff and the acquisition of the proper vehicle
and equipment.
One full time Supervisor of Animal Control and two part time Municipal Law
Enforcement Officer-Animal Control are being recommended at this time for
enforcement purposes. This is based on a preliminary review of services offered in
area municipalities, along with the level of service that the City of Pickering should
initially maintain for its residents'. It is anticipated that this service will be under the
direction of the City Clerk initially. This three member team is anticipated to work a
variety of shifts to provide primary animal control enforcement services and as time
permits, parking and other by-law enforcement services (although initially this is
doubtful). It is anticipated that the existing full time Municipal Law Enforcement Officers
will concentrate on property and other complaints, but will be available to provide animal
control enforcement services as and when required. It should further be noted that this
will provide a level of service about twice the current amount provided by PAW.
CORP0227-07/Ol
Report CS 84-05
Animal Control Services
November 7, 2005
Page 5
Once recruitment and equipment acquisitions are commenced, staff will prepare a
communications plan in order to provide residents with the necessary information
related to the change in service.
In summary, once a number of details have been finalized, a formal business plan,
including full budget costs will be completed
2.0 Statistical Information
The following is a general overview of the present level of service offered by the PAW
Animal Services Centre:
2004 Human Population: 94,400
Dogs
Dogs
Dogs
Dogs
Dogs
Dogs
Dogs
Impounded
Surrendered for Adoption
Quarantined
70
Claimed 42
Adopted 8
Rescued
18
Euthanised: illness 0
0
Euthanised: injury
Euthanised: temperament
Dogs
Dogs
Dogs Euthanised: age
Dogs: Dead on Arrival
4
0
s Euthanised: homeless 0
Cats Impounded 77
Cats Surrendered for Adoption 2
Cats Quarantined 4
Cats Claimed 2
Cats Adopted 17
Cats Rescued 8
Cats Euthanised: Illness 14
4
Cats Euthanised: Injured
Cats Euthanised: Temperament
Cats Euthanised: Age
Cats: Dead on Arrival
Cats Euthanised: Homeless
Non-domestic Animals Impounded
Road Kills Pick Up
Emergency Calls After 4:30 pm (call
23
0
14
2
122
51
CORP0227-07/01
Report CS 84-05
Animal Control Services
November 7, 2005
Page 6
08.1
outs)
51
0
Emergency Calls after 4:30 pm (phone
calls only)
Charges Laid: Animals at Large
Charges Laid: Dog Barking
Charges Laid: Miscellaneous
Animals at Large Warnings
Dog Barking Warnings
Other Animal Warnings
Traps Loaned Out
0
0
49
40
20
34
3.0 Review of Services Required
Shelter Services: sheltering of stray cats and dogs; owner surrendered cats and dogs,
adoption out and return to owner of stray or owned cats and dogs. Veterinary care
would be in accordance with the benchmarks established by the City of Pickering for
animal care standards
Field Services: animal related by-law enforcement; injured/distressed animal
response; owned animal response; stray confined domestic animal pick up; dead animal
pick up; after hours emergency responses and other general responses as required.
Administration: dispatching and reception; facilitation of courts response; records
requirements to be handled by City of Pickering staff and/or contracted personnel. All
aspects of animal service licensing, along with reporting and representation at Council,
will be handled by the Clerks Division.
4.0 Staffing Complement
A key objective that the City will want to embrace is a new beginning in the service
levels with respect to animal services for the citizens of Pickering.
To start off effectively we need a full time staff complement, with specific responsibilities
in relation to enforcement, education and awareness, along with development of a
licensing strategy.
One full time employee, (Working Supervisor position) and two part time employees are
being recommended at this time, and this allows us to grow into a fully integrated
program for 2007. It should further be noted that existing Municipal Law Enforcement
staff would be back-up to these positions and allow the program to evolve in 2006.
5.0 Future Considerations
As outlined in recommendation # 7, staff will be and continue to be pursuing a
permanent solution in relation to shelter services. A large deterrent at this point is the
possible need to construct a Pickering shelter. Shelters have been constructed recently
CORP0227-07/01
Report CS 84-05
Animal Control Services
November 7, 2005
Page 7
in other areas at an approximate size of 2500 sq. ft and cost of $200 per sq. ft., resulting
in a possible total construction cost of over $400,000.
Present Cost and Service levels:
The following is a chart setting out Pickering's share of the costs of operating the PAW
Animal Services Centre in Whitby for the past five years:
2001 $211,130 $9,000 $220,130
2002 $234,730 $9,000 $243,730
2003 $240,799 $10,000 $250,799
2004 $246,214 $10,000 $256,214
2005 $236,455 $10,000' $246,455
* Pickering Council did not approve the capital expenditure in 2005.
4.0 Summary
In summary, a detailed business plan, including a communication strategy should still
be prepared, once all final details have been formalized. The business plan will include
financial impacts, including anticipated revenues relating to licensing, which we
anticipate will be higher than the previous budget amount of $70,000.
The business plan will also formulate the roles that the existing Municipal Law
Enforcement Officers will play in ensuring that we provide the best possible customer
service oriented animal services program for the City.
Prepared By:
Debi A. Bentley ,,~
City Clerk
Approved / Endorsed By:
Gillis,~. Pat'~' (,,/ /"~ %
.//,~/~1~ctor, Corporate S~rvices;'~' Treasurer ~~.
Copy: Chief Administrative Officer
CORP0227-07/01
Report CS 84-05
Animal Control Services
November 7, 2005
Page 8
Recommended for the consideration of
Pickering City Council
// ~ ,,/ ,,
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Tho~a~'~.-Ouinn,(Jhief
CORP0227-07/01
084
I ~i ~::.¢ EXCERPT OF PRESENTATION TO WORKING
[ [.~]'~'-~. GROUP ON OCTOBER 27, 2005 BY CITY CLERK
J~-~i~ An,mai Control Services
] ~¢ 2006 Prel~m~nar~ Operating
Animal Control Services
Options Reviewed
City Self Operated
Contract Out
Shared Service with northern adjacent
municipalities
Options Not Pursued after June 2005:
Status Quo with Town of Whitby
Partnership with Town of Ajax
085
Animal Control Services
Options Reviewed
City Self Operated - Issues
significant capital cost
Time constraints as RFP should have been issued
early spring for 2006 opening
Administration of staff and benefits
Shelter operating costs
Staff training and associated costs
Expensive - estimated $550,000 plus shelter
operating costs
City Self Operated - Benefits
Establish desired level of service
Enforcement under City control
Animal Control Services
Options Reviewed
· Contract Out- Issues
- RFP should have been issued early spring
- Loss of direct control
- No available shelter, unless negotiate use for
existing shelter (York Region area)
· Contract Out- Benefits
Cost controlled over life of agreement
Reduced administration requirements
Professional staff
O86,
Animal Control Services
Recommended Approach
In-house enforcement services
Contracted/partnership for animal shelter
services pursued and agreement in place
effective no later than June 1, 2006
Temporary shelter service agreement
finalized with the Municipality of Clarington
effective January 1, 2006
Animal Control Services
Recommended Approach
Report presented to City Council November 7, 2005
Highlights of Report:
2006 Operating Plan to encompass in-house enforcement
services and contracted/partnership for animal shelter services
Pre-budget approval for purchase of one van at cost of $30,000.
plus equipment costs of $6,000.
Pre-budget approval to allow for staff recruitment
Staff authorization to pursue agreements for animal control
shelter services
Formal acceptance of offer by the Municipality of Clarington
O87
Animal Control Services
Recommended Interim Staffing Plan
Animal Control Services
I City Clerk
I
I Working Supervisor I
Animal
Control
Attendant
I
Part Time
Animal
Control
Attendant
Existing
MLEO's
Backup
Animal Control Services
Recommended Interim Staffing Plan
Staffing plan provides for 83 hours of services per
week, six day schedule
Shelter service to be finalized and may have an
affect on hours
Existing MLEO's can provide back up service during
first year of operation
Overtime is an unknown, however this will depend
on a number of factors (communication plan,
service levels)
4
08~
Animal Control Services
Future Staffing Plan
Future Animal Services Staffing Plan
FTE
Animal
Control
Attendant
Supervisor,
Animal Control
Services
FTE
Animal
Control
Attendant
(2) PTE
Animal
Contro Attendant
Animal Control Services
Financial Implications
· For 2006, the budget implications are noted as follows:
Preliminary estimated costs for the part time staff are
based on current Municipal Enforcement Officer hourly
paid rate of $25.23.
I FTE Supervisor
2 PTE (24 hour/week)
Estimated Overtime
On call expenses
Benefits @ 25%
60,000.
62,974.
4,000.
2,000.
17,520.
Total Estimated Cost:
$ 146,494.
089
Animal Control Services
Financial Implications
Ancilliary Costs:
uniforms etc.
Purchase of Van:
vehicle maintenance, fuel costs,
estimated to be $30,000.
Equipment for Van: Information from Clarington
indicates costs to equip van at $6,000.
Animal Control Services
Financial Implications
2006 Estimated Budget:
EXPENDITURES
Travel Costs (Misc.) $ 500.
Outside Agency Services $ 22,000.
Animal Control Services $246,494.
Livestock Killed $ 5,000.
Total Expenditures $273,994.
REVENUE
Licences & Permits ($ 73,000.)
Specific Grants ($ 6,000.}
Total Revenues ($ 79,000.)
NET COST $194,994.(2006)
Current Cost Difference
2005 versus 2006 $7,000. Approx.
$188,000. (2005)
Animal Control Services
Summary
Divisional Project Plan .finalized
based on. Cou. ncil decis,on
Commun,cat,on Plan prepared
Bud.get formalized and provided
to F,nance by end of November
Forma. I agreements prepared
and s~gned off