HomeMy WebLinkAbout10B - Animal Control Contract
16200 Eagle Creek Avenue S.E.
Prior Lake, MN 55372-1714
CITY COUNCIL AGENDA REPORT
MEETING DATE:
AGENDA #:
PREPARED BY:
AGENDA ITEM:
October 3, 2005
10B
Randy Hofstad, Lieutenant
CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING THE MAYOR AND
CITY MANAGER TO AMEND THE CONTRACT WITH 4 PAWS ANIMAL CONTROL
FOR ANIMAL CONTROL SERVICES FOR THE CITY STARTING OCTOBER 4, 2005
DISCUSSION:
Introduction
This agenda report is addressing the City being notified by its Animal Control Service
contractor of a rate increase effective October 4, 2005.
History
After the city's longtime animal control officer, Robert McCallister, retired March 31,
2005, the City needed to find a replacement for our animal control services. Scott
County, Shakopee, Belle Plaine, Jordan and New Prague were also in need of a new
animal control officer so a committee was formed under the auspices of the Scott
County Association for Leadership and Efficiency (SCALE). .
The committee looked at three possible alternatives:
1. Continue to contract the animal control services with an outside contractor; or
2. Work with the other members to form a multi-jurisdictional animal control unit; or
3. Each city forms its own animal control unit.
The committee received two bids from outside animal control contractors. As a result of
those bids it was determined that the most cost effective and efficient decision was to
award the contract to 4 Paws. The Council approved a resolution to that effect at its
March 21, 2005, meeting.
In July the City's and Scott County were notified that 4 Paws was getting out of the
animal control business. Their representative, Curt Finch, said they were going to
concentrate on their kennel business only. Finch said he was currently negotiating with
his employees to sell the animal control portion of the business to them.
In August the City received a letter stating that 4 Paws, under new management, could
and would continue to provide the animal control services but at an increased price.
Prior Lake's new cost would be $31,000 per year compared to $14,800 per year as
approved in March.
Current Circumstances
Since being notified of the rate increase the committee met to re-visit the issue. Sgt.
Balfanz of the Shakopee Police Department was assigned to research the options for
the group. He contacted Bloomington and Eden Prairie who provide their own animal
control service. He also looked at the feasibility of starting an animal control unit
through the police department. His conclusion was 4 Paws is still the best option for
the City of Shakopee even after the rate increases. (A copy of his report is attached to
this agenda report.)
I took the information Sgt. Balfanz had provided and I contacted Apple Valley and
Lakeville police departments. Apple Valley, who provides its own animal control
service, indicates its budget for 2005 is $124,230.
www.cityofpriorlake.com
I:\COUNCIL\AGNRPTS\200i3\ 1 00305 ~lf6f1~s~2.44 7.4230 / Fax 952.447.4245
Lakeville has one full time animal control officer at approximately $45,000. In addition
to that they use Community Service Officers (CSO) and occasionally patrol officers for
animal pick ups. They also have vehicle costs, conference fees and veterinary fees
that were estimated at $7,050 annually. They contract with local veterinarian clinics for
animal drop-offs. Those figures were not readily available. Their annual costs were
estimated in excess of $52,500, not including patrol officer, CSO and animal drop-off
costs.
If the Prior Lake Police Department was responsible for animal control for the City,
several areas would have to be addressed. The most significant cost would be
personnel. The present authorized CSO service is 50 hours per week. Additional CSOs
would have to be hired and trained to handle the animal control duties. Even then
police officers would have to handle the calls when a CSO is not on duty, taking them
off the street during that time.
In addition to personnel expenses the City would incur the initial cost and maintenance
of a vehicle, training, portable kennels and animal handling equipment. Even with all
this in place, there currently is no local facility willing to take animals from the City.
Neither Prior Lake Pet Hospital or Paws or Pals kennels, was interested in being a
drop-off site for dogs and cats and River Valley Clinic has no boarding on site. 1n
short, if Prior Lake were to undertake this work alone, it appears the initial annual costs
would exceed $100,000.
ISSUES:
The council should determine if it desires to authorize the Mayor and City Manager to
execute a revised contract making 4 Paws the City's animal control service starting
October 4, 2005. The contract is for the period October 4, 2005, through October 4,
2006. The only revisions to the document are the price and a 60-day cancellation
provision.
The 4 Paws proposal is considered the most desirable even after the rate increases for
the following reasons:
1. The cost is the lowest compared to the other proposals.
2. The level of service has been good since 4 Paws started acting as our animal
control service on April 1, 2005.
3. 4 Paws will handle other animals, not just dogs and cats.
FINANCIAL
IMPACT:
With McCallister the City was paying $15,600 per year. Since April 1, 2005 the City
was scheduled to pay $14,480 the first year and 18,100 the second year of the contract
with 4 Paws. The new proposed rate would be $31,200 per year. This amount has
been incorporated into the 2006 budget.
ALTERNATIVES:
1. Adopt a resolution authorizing the Mayor and the City Manager to execute the
City's standard contract authorizing 4 Paws to continue to be the City's Animal
Control Officer.
2. Take no action at this time.
RECOMMENDED
MOTION:
Alternative 1.
FROt1 : FOURPAWS
FAX NO. :9527076967
Aug. 26 2005 09:24AM Pi
4 PAWS/Scott County Animal Control
12848 Chestnut Blvd. Shakopee, MN. 55379
952-894-9065 FAX 952-707-6967
8/2/05
To: Police Department~ Prior Lake, Shakopee, and Scott County
Attn: Frank Boyles - City Manager
Lt. Randy Hofstad - PrIor Lake PD
From: Mike Baroun
4 PAWS/SCott County Animal Control
Thank you for your patience during our reorganization here at 4 PAWS. Our group,
working here in Scott County, is now 4 PAWS/5aJtt County Animal Control and it is
our hope that we can continue to do business with your Cities and the County for
many years to come.
Recently, we Inadvertently Included information pertaining to rate increases in your
areas in a memo distributed to Jordan, Belle Plaine, and New Prague. Those cities
were requesting Information on the costs of resuming service and needed the infor-
mation quickly so we passed on a memo which had the information they wanted but
it also contained a preliminary draft of rate increases for your areas as well. The rate
increase request for your areas was not finalized and should not have been dis-
tributed at that time. We do apologize that this rate increase information found its
way to your areas via that memo. We should have remembered that your group
shares pertinent information county-wide.
Unfortunately, it is true that we do need to request a rate increase in hopes of mak-
ing our business profitable as soon as possible. We are including that request
for a rate increase at this time in order to clear up some of the confusion
caused by the previous memo and to give your areas time to consider
these changes or to seek other alternatives for animal control services,
should we be unable to provide these.services in the future.
Clearly, 4 PAWS made some miscalculations when determining the current bid. That
bid was based on the assumption that at least 25 to 30 pets would be returned to
their owners every month in each area (Prior Lake, Shakopee, and Scott County) and
therefore the fixed monthly fee could be set very low. After 5 months it is clear that
return~ to owners are more likely to average about 8 to 12 per month in each area.
As a result, the income from returns to owner falls well short of projections and the
monthly fee does not cover the shortcomings. 4 PAWS based their estimates on the
limited data they had from the areas involved and then used return to owner rates
which are unobtainable in any area except for the City of their origin. 4 PAWS should
have known better but they were mistakenly over-optimistic.
------~
4 PAWS should have used the data from a city like Savage when projecting how many
animals would be picked up and how many would probably be claimed by their own-
ers. Savage has always been a profitable and successful program for 4 PAWS- but be-
cause the contract in Savage was based on a per call response fee and a monthly fee,
and had collected fees being paid to the Oty and then being repaid to 4 PAWS-the
Savage contract seemed just too different from the proposal being made in Scott
County. However, the only really significant figure when comparing contracts is the
annual cost to the City and the amount collected from owners and paid to 4 PAWS.
Based on the figures (reprinted below) provided by the City of Savage last month to
their City council (when they considered anq approved of the recent bid submitted by
4 PAWS for continued service) and making adjustments for population, types of ani-
mals, and geography- we were able to come up with some useable numbers for re-
bidding the Scott County area as a fixed fee program.
Average Monthlv Fee Average Monthly AverageMonthly fee
for past 2 years Impound fees col- less Impound fees
I acted collected
Savage $3,122 $587 $3,122
-$587
$2,535
To continue at our current level of service in Shakopee, Prior Lake, and Scott.
County we are asking you to consider changing our monthly fees to the fol-
lowing:
Shakopee: $2,900.00 per month
Prior Lake: $2,600.00 per month
Scott County: $2,800.00 per month
These rates are well below the suggested rate guidelines established by the Animal
Humane Society. We believe these rates are much more realistic for the services pro-
vided considering the increasing price of gas, labor costs, insurance requirements,
boarding and disposal requirements, and fleet maintenance. In Shakopee, Prior lake,
and Scott County we are hoping you would consider approving a rate change effective
October 1st, 2005. For your convenience, we would be willing to guarantee a 90-120
day notice of termination under these new rates, although we would not anticipate the
need to terminate this service. We are committed to the animal control business and
we hope you will stick with us.
Please note that Curt Finch will continue on as our representative and con-
tact person and that he Is authorized to negotiate on our behalf and ap-
prove of terms and conditions for 4 PAWS/Scott County Animal Control. At
present there will not be any changes in payment procedures due the terms
and conditions of the buyout.
Thank You,
Mike Baroun
4 PAWS/ Scott County Animal Control
CITY OF
SHAKOPEE
POLICE DEPARTMENT
MEMO
DATE: August 12,2005
TO: Chief Hughes, Chief O'Rourke, ChiefMalz, ChiefVosejpka, ChiefRost, Sheriff
Menden
FROM: Sgt. Balfanz
SUBJECT: Animal Control Options
I have been asked to research the options for Animal Control options for the cities in
Scott County. The following is a list of the options that I have researched.
Option 1:
Option 2:
FOUR PAWS
4 Paws in an all inclusive animal control option. They respond to animal calls,
provide patrol coverage, provide 24 hr coverage, house animals, provide adoption
services to animals that are not claimed and pick up animals.
Cost: currently $1800/month, 1800 X 12 =$21,600/ year. I expect a significant
increase in these rates by October 1,2005.
Shakopee has had a total of 138 calls for the months of April, May, June and
July. During those four months, Shakopee was charged $7200.00
$7200/ 138 = $52.17 / call
During this time, 4 PAWS has impounded 49 dogs, (14 went unclaimed) and 30
cats, (24 went unclaimed).
CONTRACT W / ANOTHER PD THAT CURRENTL Y HAS ANIMAL
CONTROL PROVIDED BY THE CITY.
I have contacted Bloomington and Eden Prairie concerning their animal control
service. While not directly asking them if they would provide a service for us, I
did inquire as to their staffing levels. Bloomington currently has two animal
control officers for the entire city, plus they are responsible for a city kennel.
They also kennel animals for Eden Prairie and Richfield. I was told by them that
they are currently understaffed for their own city. Eden Prairie has two full time
Animal Control Officers. They stated that they had never been contacted and
asked to provide animal services for another city.
. Option 3:
PROVIDE OWN ANIMAL CONTROL
The PD could provide animal control for the city on it's own in several different
format. Several areas would have to be addressed, with the up front cost being
significant. Initially, the department would have to designate a person already
employed by the PD to provide animal control. That designated person would
have to attend animal control training. Currently, there is no state certification
required for employment as an animal control officer in Minnesota. I have
identified a certification level training provided by the National Animal Control
Association (NACA). The training provides a Level One certification upon
completion of a week long course. This course is not offered in Minnesota the
rest of 2005 or in 2006. The closest location is Kansas City, Missouri. The cost
of the course is currently $475.00. Also, the Minnesota Animal Control
Association (MACA) offers a two day course to "complement" the NACA
course, titled, "State Statutes and Public Health SchooL" Once the animal
control officer completes the NACA level one and the MACA course, MACA
will certify them as a certified animal control officer.
Staffing:
I spoke wi Bloomington and Eden Prairie Animal Control. They both have two
full time employees plus part time employees. Eden Prairie Animal Control
works from 0600-2100 hours. They are on call, but during the hours between
2100 and 0600 the patrol officers handle the vast majority of animal calls. Also,
Eden Prairie supplements their Animal Control efforts with reserves on Thursday,
Friday, and Saturday nights. Bloomington also has on call Animal Control when
there is no coverage. I would recommend using two 30 hour / week CSO's.
Entry level CSO's currently earn $14.116 I hour plus benefits. The city of
Shakopee is currently budgeted 4 CSO's in the 2006 budget. If the Shakopee PD
were to provide animal control for the city, I would recommend adding a 5th CSO
in 2007.
Equipment:
Equipment can range from using a current city vehicle to a new vehicle equipped
with kennels, designated solely for animal control. I believe the Police
Department will be able to outfit the Ford F350 truck to be able to handle animal
control. It will require a few alterations to the current set up. I have contacted
MACA and requested what animal control officers need for equipment. I have
yet to receive a response.
Kenneling Animals:
There are not many options that are cost effective when it comes to this aspect of
Animal control. I have contacted several veterinarians in town and have found
that not many veterinarian offices offer kenneling services. I also contacted
Paws, Claws and Hooves for an estimate. When I contacted veterinarians in the
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city, I was referred to several animal boarding businesses that provide a level of
service over what an impound kennel needs.
The only veterinarian that I could find in the yellow pages that currently provides
a kenneling service in Shakopee is Shakopee Vet Clinic, located on Marystown
Road. The prices are based on the weight of the animal being cared for. I was
told that they can house more than 25 animals at any given time. Animals are
also required to be up to date on their vaccinations. If they are not, the vet will
update them for the owner. They are currently not set up to handle animal
control.
The prices are as follows:
0-101bs $ 13/day
11-40Ibs $15/day
4l-l00lbs $18/day
100 + $21/day
The vaccinations are:
Bordatello $16.00 Distemper $29.00 Rabies $17.50
Paws, Claws and Rooves (PCR) currently provides a kenneling service for
several cities in Hennepin and Carver County. The business is set up for cities to
do their own animal control and contract with PCR for kenneling services. They
do not provide any animal control services for cities at this time. They have an
after hour drop area for the cities that they have contracts with. PCR will also
collect fines and licensing fees for the cities it serves. They are located in
Chanhassen at the intersections of2l2 and 101, across the river from Shakopee.
They currently charge the contracted cities a flat rate of $100 / month plus fees
for unclaimed animals. Those fees are as follows:
$27.00/day, two day minimum for unclaimed animals. PCR advises that
they are required by state law to keep any unclaimed animal for 5 business
day. The cost of housing the animal for 5 business days is absorbed by the
city contracted with PCR. The five business day state law does not
include the first day that the animal is kenneled, weekends or holidays.
PCR advises that they usually charge cities for unclaimed animals an
average of 8-10 days. PCH also charges $95.00 for inoculations, $35.00
for a bath, and a $40 adoption fee. PCH makes every attempt to have the
animals adopted that are not claimed. I was told that they have only ever
had to put one animal down since they began the business. If an
unclaimed animal was kenneled and adopted by PCR, the average cost
would be:
$27/day X 8 days =$216
$216 + $95 for Inoculations = $311
$311 + $35 for bath = $346
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$346 + $40 for adoption = $386
Based on the numbers of dogs that went unclaimed with 4 PAWS (14), the
city would have paid $5404.00 in unclaimed dogs in 4 months.
When you take the monthly fee and add it to the unclaimed dog fee, the
total for the months of April, May, June and July would be: $5804. This
number is only for unclaimed dogs. 4PA WS took in 24 unclaimed cats in
4 months. This number does not include the hourly wages of what a CSO
would be paid.
To estimate the wages spent on calls, I estimated 1 hour as the time spent
on each call and multiplied the starting wage of a CSO by the number of
calls 4P A WS responded to for the four month period.
$14.116 X 138 = $1948.00
When the unclaimed dog total is added to this wage estimate, the total is:
$5804 + $1948 = $7752. $7752 /4= $1938 / month
This number does not include benefits, equipment costs, fuel, the cost of
kenneling cats, or the cost of inoculating, bathing, and adopting a cat.
The city is not responsible for any charges of animals that are claimed.
Option 4:
POST FOR ANIMAL CONTROL SERVICES.
At this time, we could take bids from other providers for animal control.
This would be a long process. When we looked for animal control in
March, we were only able to locate 2 providers. At that time, 4 PAWS
was the clear choice based on the competition. I do not believe at this
time it is necessary to post for bids.
CONCLUSION:
When the rates of 4 PAWS and providing the service ourselves are compared, there is
currently no reason to switch to providing the services with in the PD. However, these
numbers are based on the summer months which typically are the busiest for Animal
Control. The estimated cost of $1938 / month did not include gas, benefits, equipment,
the cost of kenneling cats, and many other items that come with animal control. Based
on the current rates of $1800 / month from 4 PAWS, I recommend staying with their
service at this time. As stated earlier, I was told by Curt Finch from 4 PAWS that our
rates will be raised sometime around October, 2005. There was a memo circulated
throughout Scott County agencies that Curt Finch stated was supposed to have been an
interoffice memo at the time. Those rates showed Shakopee paying $2900 / month.
Depending on the price increase, this study will have to be reviewed at that date to
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compare the costs again. Based on the estimated costs of providing our own service
though, that raise would have to be significantly higher than we are paying now to
validate providing our own service.
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