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June 10, 2003
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SUBJECT: |
SHORT-TERM ANIMAL SHELTER SERVICES CONTRACT WITH THE HUMANE SOCIETY SILICON VALLEY |
REPORT IN BRIEF
The purpose of this report is to secure City Council approval for the City Manager to enter into a short-term agreement with the Humane Society Silicon Valley for animal shelter services. The attached draft of a 3-year agreement between the Humane Society Silicon Valley and the City of Sunnyvale fulfills that objective. The agreement will start on July 1, 2003, following the City’s withdrawal from the Silicon Valley Animal Control Authority (SVACA) on June 30, 2003. The three-year term of this agreement will bridge the time between the end of the City’s relationship with SVACA and the beginning of the City’s long-term animal shelter services agreement with Palo Alto Animal Services.
Authority to pursue this contract was granted by the Sunnyvale City Council on March 18, 2003. The direction from Council is from agenda item number 03-096, which directs the City Manager to "authorize staff to complete negotiations and enter into a long-term contract with the City of Palo Alto and a short-term contract with the Humane Society." This report to council is in response to that direction for the short-term contract.
Staff recommends that the City Council authorize the City Manager to enter into this proposed short-term animal shelter agreement with the Humane Society Silicon Valley.
BACKGROUND
On July 20, 2000, the City of Sunnyvale (Sunnyvale or City) entered into a Joint Powers Agreement (JPA) with six other cities to form the Silicon Valley Animal Control Authority. The goal of SVACA was to provide animal field, shelter and related services to the participating cities. SVACA completed its first full year of field operations during FY 2001-2002.
Increased Projected Animal Shelter Construction Costs a Concern
A major concern developed due to a shelter plan that was larger and more expensive than originally approved by the participating cities. This change in plan required participants to appropriate additional capital funding for the expanded facility. Challenges regarding public transportation easements and mitigating contamination at the proposed shelter site were also encountered. This led to uncertainties regarding the feasibility of using the site and, if usable, the final shelter configuration and cost.
Increased Actual Operating Costs a Concern
In addition to concerns regarding the shelter and its location, Sunnyvale’s animal sheltering costs increased dramatically after joining SVACA. Since SVACA does not have a facility, shelter services are provided to the City by the Humane Society through SVACA. Under this arrangement budgeted operating costs doubled between FY 2000-2001 and FY 2001-2002. The City was also concerned about certain additional cost increases after shelter construction, particularly the additional costs for shelter staff.
Costs of SVACA Compared to Other Similar Operations a Concern
A third concern emerged as a result of a cost comparison study. Following the completion of SVACA’s second year of operation the participating cities had an actual cost history, which allowed them to compare SVACA to other similar Bay Area shelters. The City of Cupertino initiated this study. The study concluded that SVACA’s costs per animal were inordinately high.
Concerns Lead to Council Action to Actively Pursue Shelter Alternatives
After a great deal of discussion regarding the comparison study and the related cost escalation issues the Sunnyvale City Council made a decision on March 18, 2003, to authorize staff to pursue alternative shelter contracts. This decision triggered the City’s withdrawal from SVACA. Council authorized the City Manager to secure a short-term contract with Humane Society Silicon Valley, the subject of this report, and a long-term contract with Palo Alto Animal Services, to be presented at a future date.
EXISTING POLICY
Program Outcome Statement:
Control animal disease and vicious animals, minimize animal nuisances, and promote the humane treatment of animals.SDP 45301: Contribute to public health and safety as related to animal control issues concerning vicious, injured, and stray animals.
SDP 45302: Enhance public awareness and safety on animal control issues, decrease animal control calls for service and ensure that City, State and Federal animal control guidelines are met.
DISCUSSION
The Humane Society will provide the following services, including shelter facilities, supplies, animal attendants, supervisors and administrative personnel, and any other supplies and personnel reasonably required to perform the following services.
Shelter of abandoned, impounded, lost or stray domestic animals brought to the shelter by Sunnyvale residents or personnel.
Quarantine of biting animals.
Rabies testing of suspected animals.
Provision for surrender and reclaim of abandoned, lost or stray domestic animals during established business hours.
Euthanization and disposal of abandoned, lost, impounded, or stray domestic animals unclaimed by their owners and fail to be adopted.
In addition, the Humane Society will provide medical services to Sunnyvale animals, including office facilities, supplies, and professional and trained personnel, employed or under contract, necessary to perform the following services.
Detailed information concerning the following items appears in the animal shelter agreement presented in Attachment A; operating schedules, dead animal services, records (maintenance, inspection, monthly and annual reports, program revenue (fees, records, statement), animal licensing, payments (schedule and amount), inspection of financial records, term/termination of agreement, indemnification, insurance, independent contractor agreement, assignability, notices, nondiscrimination, ownership of materials, venue, and general provisions.
These services are currently being provided by the Humane Society. There is not a change in service level. The proposed agreement provides a direct arrangement with the Humane Society by eliminating the "middleman."
FISCAL IMPACT
The budgeted amount for animal shelter services through this direct billing arrangement with the Humane Society is currently projected at $245,000 for fiscal year 2003-2004. This updates the $283,000 figure presented on March 18th. This compares favorably to the FY 2002-2003 SVACA budget of $398,708 and the projected actual fiscal year-end cost of $321,242.
The billing arrangement with the Humane Society will be based on the number of live animals impounded. The "live animal" cost incorporates all administrative costs as well as the costs associated with medical and dead animal services. The cost for the first fiscal year will be $129 per animal. The second and third years will be $138 and $148 per animal, respectively.
Fees collected and remitted to the City are itemized in Attachment A, Exhibit A. These fees will be adopted by resolution as part of the City Budget to be presented to Council on June 17th.
PUBLIC CONTACT
Public contact was achieved by posting the relevant Council agenda on the City's official notice bulletin board, posting the relevant Council agenda and report on the City's web page, publishing the relevant Council agenda in the San Jose Mercury News, and making this report available as a source report in the Department of Public Safety.
ALTERNATIVES
RECOMMENDATION
Staff recommends Alternative 1: Approve request to enter into a three-year agreement with the Humane Society Silicon Valley for animal shelter services.
Prepared by:
David R. Johnson
Senior Management Analyst
Reviewed by:
Gregory Kevin
Captain, Department of Public Safety
Reviewed by:
Irwin I. Bakin
Director, Department of Public Safety
Reviewed by:
Mary Bradley
Director, Department of Finance
Approved by:
Robert S. LaSala
City Manager
Attachments
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