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Home My WebLink About2012-10-03 PACKET 04.H.REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA MEETING ITEM # DATE 10/0312 PREPARED BY Public Safety Craig Woolery ORIGINATING DEPARTMENT STAFF AUTHOR ***************** * * * * * * * * * * * * * * * * * * * * * * * * * * * * * ** COUNCIL ACTION REQUEST City Council pass a motion to approve the Letter of Understanding and authorize execution of the agreement between the City of Cottage Grove and the Animal Humane Society, which would begin on January 1, 2013. STAFF RECOMMENDATION City Council pass a motion to approve the Letter of Understanding and authorize execution of the agreement between the City of Cottage Grove and the Animal Humane Society, which would begin on January 1, 2013. SUPPORTING DOCUMENTS MEMO /LETTER: Director of Public Safety Craig Woolery dated 9 -28 -12 ❑ OTHER: Letter of Understanding ADMINISTRATORS COMMENTS City Administrator Date * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * COUNCIL ACTION TAKEN: ❑ APPROVED ❑ DENIED ❑ OTHER V. City of Cottage Grove Public Safety To: Honorable Mayor and City Council Members From: Director of Public Safety Craig A. Woolery Date: September 28, 2012 Re: AGREEMENT WITH ANIMAL HUMANE SOCIETY Discussion: A priority during the budget process has been to evaluate our agreement for animal impound for cost savings. Our staff has been evaluating our agreement with the Park Grove Pet Hospital and has been looking at alternatives. We have spoken with other cities and found that a majority have an agreement with the Animal Humane Society (AHS) in Woodbury. We have toured the facility, discussed fees, and reviewed the agreement that the AHS has in place with the other cities. Over the past few years, we have spoken with the Park Grove Pet Hospital to explore ways to lower costs. In June of 2012, we provided the Park Grove Pet Hospital with the fees that the AHS has in place which were substantially lower than what we currently have. The Park Grove Pet hospital is unable to reduce their fees to be competitive with the AHS. Through an agreement that the City has with the Park Grove Pet Hospital, impounded animals are placed in their facility. This agreement is effective for ten years from January 1, 2003 through December 31, 2012. For the first ten years, the City shall pay $ 13,506 annually to Park Grove Pet Hospital for facility and operating expenses. In addition, the City shall pay veterinary and vaccination fees on a per animal basis. The agreement then shall automatically renew for an additional five years through December 31, 2017 unless either party gives written notice of the termination at least 60 days prior to December 31, 2012. After 2017, the agreement shall automatically renew for one -year periods unless either party gives written notice at least 60 days prior to the end of the year. After careful consideration, we have decided to terminate our agreement with the Park Grove Pet Hospital. We will send notice to the Park Grove Pet Hospital ending our agreement at the end of 2012. The city attorney has reviewed our termination letter and it does satisfy the requirements of the termination section in our current agreement. Public Safety and the city attorney have reviewed the agreement provided by the Animal Humane Society and have no changes. If the agreement is approved we can begin training our officers, community service officers and staff to ensure a smooth transition. Recommendation: Approve the agreement with Animal Humane Society which would become effective January 1 2013. Animal Humane Society and Cottage Grove, MN Letter of Understanding for Impound Housing Services 2013 1. The Animal Humane Society (AHS) agrees to provide the following services: a. Housing for stray or abandoned animals that are retrieved or legally seized by your municipality's community service officer (CSO) or animal control officer (ACO), or for stray animals that are brought into the shelter by a citizen and verbal permission is given by your agency via phone for intake. Housing includes kennel space, daily cleaning, food and water. b. Medical care in the form of vaccination following our standard vaccination protocols, as well as treatments for sick or injured animals impounded during regular business hours. c. Euthanasia services as deemed necessary by an AHS veterinarian. These services may be provided at the end of the legally required holding period or in the case of a medical situation that requires immediate euthanasia. d. Adoption services as deemed appropriate by AHS veterinary staff. The animals will be evaluated for these services at the end of the legally required holding period. e. Euthanasia services and body disposal as deemed appropriate by AHS veterinary staff. The animals will be evaluated for these services at the end of the legally required holding period. f. Provide animal rabies quarantine or diagnostic service for stray felines or canines that have bitten a person. g. Hold animal for the legally required stray holding period, 5 days in MN, 7 Days in WI or until reclaimed by owner within this holding period. h. Charge a reclaim fee of $25 on behalf of the City of Cottage Grove, which will then be credited to the quarterly invoice. Invoices ending in a balance credit will be paid out at the end of each billing cycle rather than rolling over into the next quarter. In the instances where a reclaimant cannot pay the full amount, the fees owed to AHS will be collected first. AHS expectations: a. The AHS is not responsible for sick or injured animals that are left after hours. Outside treatment must be sought for these animals by the animal control officer or community service officer prior to leaving the animals at the AHS facility when veterinary staff members are not on duty. b. AHS has the sole authority to disposition all animals that have not been reclaimed upon the expiration of the legally designated holding period. c. AHS will not accept feral cats seized under municipal authority by your municipality's CSO or ACO. The Citv of Cottaee Grove agrees to: a. Adhere to the drop off procedure set forth by the AHS including animal housing at the shelter and paperwork. Drop off procedures and paperwork training for community service or animal control officers will be provided. b. Adhere to state laws and local ordinances that apply to the handling of stray or abandoned animals and the seizure and return of animals to their owners. a. Direct citizens where to take stray animals when not receiving permission for impoundment at the AHS. d. Seek care for injured or sick animals prior to drop off in the event that it is after hours and/or AHS veterinary staff is not on duty. e. Pay the designated fees for each animal cared for from your municipality. AHS will charge a standard stray holding fee of $130 per canine or feline and a $40 fee per "other" domestic animals (rabbits, guinea pigs, birds etc.) not reclaimed by its owner. AHS will charge a $10 administrative /processing fee to the municipality for each animal reclaimed by its owner in place of the stray holding fee. In these instances AHS will charge the owner reclaim fees. Fees for animals seized by the municipality (such as rabies quarantine) may vary due to the differing nature of their holding periods and services required. f. Adhere to building access rules and assure that the service access door is closed and locked after use in an after hours drop off. g. Ensure that the municipality's CSO /ACO uses his/her discretion in the field as to whether or not to impound an animal. AHS is not responsible for those decisions. h. Be available to members of your community to resolve their concerns related to the actions of your ACO /CSO officers and your municipality's procedures, policies and requirements. i. Release AHS from all liability of claims resulting from or related to providing impound housing services. The City of Cottage Grove accepts responsibility for the CSO /ACO while in the course of impounding animals at AHS. 4. Administration a. AHS will bill the municipality at the end of each quarter on a fiscal calendar year. Billing will be mailed in the first month following the end of the quarter. Payment is expected within 30 days of receipt of billing. b. AHS will assign a contact person who should be contacted in the event of any problems, concerns or to receive feedback regarding the program. c. Any billing disputes must be raised within 10 days of receipt of billing. This agreement is based on a one year commitment, which is renewed annuallyfrom the date your administrator signs the agreement below. This agreement can be ended at anytime by either parry with a 30 day notice. This agreement is entered into on the _ day of 2012 by Janelle Dixon, President & CEO Animal Humane Society Signed on behalf of Municipality Authority Printed Name and Title 2