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HomeMy WebLinkAboutStaff Report 4.H 6/17/2013 1p ,cx/Iteww#4. E SALU . �i eI • DATE: June 17,2013 TO: Honorable Mayor and Members of th -Ci ouncil FROM: John C. Brewn,,City Mana SUBJECT: Petaluma.Animal Services Foundation Annual Report RECOMMENDATION It is,recommended that:the City", Council receive the.semi-annual,report'submitted by the Petaluma Animal Services Foundation and provide,comments as appropriate. BACKGROUND, In August, 2012, the City;contracted operation,of its Animal.Services programs to the Petaluma Animal Services Foundation(PASF). The City-operated programs had been impacted by a series of budget cuts; position's had been eliminated, and another position reduction was under consideration;as the Fiscal Year'2012/13 budget had been in;development. Serious concerns for the viability-of the program at the Shelter were raised, if additional,reductions were implemented, including a degradation of care for the animals housed there and a projected increase in euthanization. Volunteers associated with the Shelter proposed that the City contract with them, as a Foundation, to preserve the 2011/12 service level-and,,over time, to provide more • viable Animal Services programs than it.appeared,the.Citycould. The City Council considered the Foundation proposal in spring andiearly summer 2012, and,determined to contract with the PASF. That decision relied in`part,on the foundation status of the organization, which opens revenue avenues-that are no •available to municipalities. • The PASF2hired five.of six of,the City's previous employees when it took over operations. It also assumed responsibility,`through a lease of City-owned facilities'and equipment, to continue to operate,;autonomously,'the programs that were formerly operated-by the City. The.Agreement provides the:PASF'with a three year opportunity to operate and expand these programs, and can be extended an additional three years. Section'21 of the Agreement requires•tle PASF to.provide!a.mid-.year status report and a ' comprehensive annual comprehensive;report to the City Manager. These reports promote accountability and help the City gauge the effectiveness of.the PASF's performance. Section 21 requires,these reports contain all information, necessary for the City'Council`to-determine the quantity and quality Of selvices performed, and the quantity:and:effectiveness'of the Contractor's' Agenda Review:. ' City Attorney - Finance Director City Mana er fundraising efforts. These reports are to be presented in a:fotm specified.by-the City Manager. In-addition, Section 21 also requires the PASF to,meet with;the.Animal Services.Advisory Committee (ASAC)to provide status:updates and to seek guidance from theCommittee. Reporting requirements further provide that the PASF will, as,requested, provide presentations or reports at regular or'special:meetings of the City Council. February 2, 2013 was the•end:of the first six months of the PASF'smanagement of.Animal Services programs for the City; and the PASF submitted its first semi-annual report in early March 2013.. mid-year status update covers the period between August 2, 2012 and January 31, 2013. DISCUSSION The City contracted with the,PASF-based on the benefits attendant to;the Foundation's proposal, and the City has objectives and expectations with respect to those benefits,that it wants to satisfy. Contracting was intended to maintain viable Animal Services,programs without further degradation of services or loss,of personnel; insulate the City from exposure to future cost increases; improve the.healtIvand welfare;of animals in the care of the Shelter; increase the number of animals adopted from the shelter; decrease the number of animals that are euthanized each year with the goal of being;a "no-kill" shelter; provide training and rehabilitatibn.for:some animals to aid their successful adoption; and too-capitalize on;the PASF's status as a non-profit to enhance fundraising,and grant writing opportunities tomstrengthen and expand existing programs: This includes an expectation,that over time, staffing will increase, hours of operation-will expand, and additional programs will be added_ The^statistics provided in semi-annualaand annual reports, to be useful,should give the City a basis to evaluate the-PASF's effectiveness in all these areas. The Agreement requires reporting,in a form specified by the City Manager. "Final" reporting. formats are not established foreither the mid-year status update or the comprehensive annual report. Instead, presentations of this:first report have been or will be presented to the ASAC and the City Council, _ the information presented and input on y ' , obtain feedback on theusefulness of th preferences for future reports.. For this first report,the PASF,was asked.toprovide information in the following reporting categories:.Adoptions, Euthanasia, Veterinary/Medical, Staffing Levels, Open Hours, Animal Control Calls tor Service and Response, Offsite;Events, Licensing Data, Volunteer Hours, Social Media Use, and Finances. In this first reporting period, the PASF has+six°months of data to compare to when the City was operatingatheseprograms. The City's • data, where it•isiavailable, was reported on an annual basis: Doubling the-PASF numbers at the six-month nark provides'a'reasonable comparison to the City'stone-year total. The annual report will provide a more precise-comparison to the City's.activities in the previous year, and in subsequent reports the PASF-'s performance against its own statistics will be shown as well. As indicated, Section 21 of the Agreement requires the PASF to.meetwith the ASAC and provide status updates. The attached report was presented to the Committee at its May 1, 2013 meeting, and received a thoughtful"and,positive reception. :Committee input on the reporting format included a request for different.graphic'representations, and information, as appropriate on any inspections,that:maybe conducted by regulatory agencies. These suggestions will be incorporated into future reporting requirements. Although Section°2.1 doesnot require'either Council receipt or approval of semi-annual and annual reports, the attached is provided for your review;and consideration, and to answer any questions you may have regarding PASF operations (Attachment 1). I,also hope to receive feedback from you as to the usefulness of the reporting categories and suggestions for improvement. Representatives of the PASF will be available to discuss their_°operations, and to answer any questions you may have regarding the-mid-year report. FINANCIAL.IMPACTS There is no financial impact associated with the recommended action. Pursuant to its Agreement with the PASF, the City is responsible for providing gross funding'of up to $478,220 per year Credit of$92,000 per year is given to the.City, and represents a portion of the revenues that were previously collected-by.the City. The City"s net annual obligation for Animal Services is $388,220 per year. ATTACHMENTS I. PASF Mid-Year Report • ATTACHMENT 1 • . Petaluma Animal � Services Foundation Providing,r,HOPEl and homes for animals in need. Mid-Year Review August 1st, 2012 — January 31st, 2013 Adoptions: COFP 7/1/2011—6/31/2012 PASF 8/1/2012—1/31/2013 Dogs 126 Dogs 139 Cats 354 Cats 230 Other 35 Other 18 Total = 515 Total = 387 Euthanasia COFP 7/1/2011—6/31/2012 PASF 8/1/2012—1/31/2013 Dogs 34 Dogs 1 Cats 93 Cats 11 Other 5 Other 0 Total =132 Total =12- Veterinary/Medical Shelter-Veterinarian hours 224 RVT hours 448 Exams 918 Surgeries 200 COFP had a shelter vet for 8 hours per week and no RVT position. A.kennel technician employed by the COFP'was•a°RVT though. That employee was a 40 hour per week employee but performed fiVT duties one 8 hour day per week. PASF shelter veterinarian works 8 hours pert week. Registered`Veterinary Technician works 16 hours per week.Additional medical needs are met *using local veterinarians and emergency hospitals after hours. • '-.1 Petaluma Animal Services ;Foundation Providing&IRE and homes for animals in need. Staffing Levels 7/31/2012 Shelter Assistant 140 hrs Animal Control Officers 180 hrs Shelter'Supervisor 140 hrs FT Kennel:Technician 40 hrs PT Kennel Technician 20 hrs Animal Services Manager 40 hrs Total: 260 hrs per week 8/1/2012 CSR/Vol Coord 40 hrs Animal Control Officers 40 hrs Cat:Care;Coord 40 hrs Registered Vet Tech 40 hrs PT Kennel Technician 20 hrs Executive Director 40 hrs Total: 220 hrs per week 2/1/2013 CSR/Vol,Coord 55 hrs Animal Control Officers 80 hrs Cat Care Coord 40 hrs RegisteredVet Tech 16 hrs PT Kennel Technician 44 hrs Executive Director 40 hrs Total: 27S hrs'per week • Petal u ma Animal Services foundation Providing l"HOPE and homes for animals in need. Open Hours Tuesday-Friday 1:00 pm to 6:00 pm Saturday 12:00pm,to 6:00 prn These hours have remained static before and after the Foundation took over animal services. Animal Control CallsiforServiceiand Response Bite./S'crateh 15 calls Cruelty/ Neglect 21 calk Enforcement 99 calls Seizure 8 calls Stray 175 calls Transport 21 calls Wildlife 99 calls Total CFS: 438 We responded to everyone of these calls for service.In addition our'Officers patrol City parks each day; once inthe morning,and once in the•afternoon.,Additional patrols are implemented when=tirrie permits or if'a problem area arises. Response times are immediate during businesslhours and within 30 mihutes'afterhours The previous fiscal year under the animal control.calls for service were approximately 900 for the year It appears we are on pace to answer about as many calls this year. Offsite Events We hold offsite adoption events almost every weekend and sometimes during the week. This involves loading up animals in our mobile adoption vehicle and taking them to'a location and setting.up';for a period of time to show;adoptable animals. Fundraisers have,been held at offsite locations as well Before Aug 1, Animal Services relied on Petco, Tractor Supply and the Outlet Mall to hold these,events. Since, we have added G&G.niarket, Velvet Ice and Lagunitas. • Css") Petaluma Animal Services Foundation Providing -W OPE and homes for animals in need. Licensing data 7/31/12 3,249 current dog licenses 1/31/13 4,015 current dog licenses Volunteer hours Approximately;8-volunteers a day for two hours = 16 hours aday.This equals 112 hours a week in volunteer labor.This has remained constant from COFP management to PASF management. Social media use: website(hits;:FB.reach Social media is an;integral part of our marketing and fundraising strategy. Latest Facebook figures are 1,887 readers, 489,389 friends of friends, 1,985 people talking about our page, and 23;758 (readers) overall reach for week ending 2/17/2013 All events, wish lists, animals-for adoption are posted on our page each day. PASF does an average of 12 posts per day. • Please see attached Facebook statistics Finances: As you can see froth the attached document approximately 173 of our total expenses 20 to payroll (direct animal care), 1/3 to insurance; 1/3 to animal supplies (indirect animal care). The Income from the contract covers payroll, the rest conies from donations and fees. • Please see attached finance document I • Petaluma Animal Services.Foundation August 2012 through January 2013. Aug'12-Jan 13.,. Ordinary Income/Expense Income Adoptions-Cat 9;769.00 Adoptions-Dog 10,719.00 Big Cat Little Cat 365.00 Donation 122.873.59 Fundraising-Rooste}Booster 18:946.00 Hope Oct 12 15;157.00 Income-Contract 239;100.00 Licensing 31;303.00 Other Fees 14,912.00 Spay/Neuter 8,981.50 T-shirts/Sweatshirts 471.00 • Total Income 4721597.39 Expense Advertising and Promotion 1',502.10 Automobile Expense 8;802.78. Bank Service Charges 985.47 City Fees 46,002.00 Computer and Internet Expenses 2:013 74 Continuing Education 97.50 Dues and Subscriptions 740.00 Equipment 4;251.10 Fundraising 2;537.73 Human Resources 589.00 Humane Education 539.91 Insurance Expense ACO Professional 2;747.51 Directors 8 Officers 1,164.60 Gen Liability/Auto/Prof 4,236.00 • Medical 19.984.20 Property 1,959.00 Umbrella 1,992.00 Volunteers 610.00 Worker's Compensation '12,546.60 Total.Insurance Expense 45.239:91 Interest Expense 67.76 ISP 1.631.22 Late Fees; 59.12 LicenserTags 152.73 Meals•and.Entertainmenf 342.68 Medical Supplies 23,661.69 Microchips 3;858,15 V Petaluma Animal Services Foundation August 2012 through January 2013 - Aug'12 Jan 13 Office Supplies 2,297.65 • Payroll Expenses 198:955.88 Pet Food §94.66 Postage • 3(118.00 Printing 7;745.99 Professional'Fees 25;396.99 Refund. :•26.00 Repairs and Maintenance, 41157.60 Spay/Neuter Clinic 9;696.83 Supplies-animals 8;101.50 Telephone Expense 2,519.25 Utilities 2;592.44 Website 11247.49 Total Expense 409:724.57 Net Ordinary Income 62.872.22 Net Income 62,872.22 atk • • ul LE - ® 4 V N Oc O Y v N Q b To ® (V) °-a. 2 �' al E z I- N < T Y N •i +-+ 'T T O co> in Y 0 ` 0 fo ® I I I- I. .0 .® F zi/T/s <1, Zi/i/L "- Zti/T/9 in ® � 1 Y,, ZT/T/s tr., N "' ZT/T/v N O zi/T/s O b.O C I' 1 / ZT/T/Z CO O O 0 O 0 0 ° 0 tD U): Ch M N r-I • to f- ,n C) r°I �. a) 0 a, a _ v o en. 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