Council PKT 02-16-2010 SpecialCITY OP
� Federal Way
AGENDA
FEDERAL WAY CITY COUNCIL
SPECIAL MEETING
Council Chambers - City Hall
February 16, 2010 — 5:30 pm
www. cityoffederalway. com
1. CALL MEETING TO ORDER
2. ANIMAL SERVICES
3. EXECUTIVE SESSION
Potential Litigation Pursuant to RCW 42.30.110(1)(i)
Collective Bargaining RCW 42.30.140(4)(b)
4. ADJOURNMENT
CITY OF FEDERAL WAY
CITY COUNCIL STAFF REPORT
DATE: February 16, 2010
TO: City Councit
VIA: Brian J. Wilson, City Manager/Police Chief
FROM: Andy J. Hwang, Assistant Chief of Police
SUBJECT: Animal Services
Background:
King County Animal Controt Services Update: As a resutt of intense public scrutiny ofthe King County
Animal Shelter and due to considerable budget sho�tfal(s, the King County Council voted to c(ose the King
County Animal Shelter. It was also determined that King County could not continue to provide animal control
services with the current cost recovery mode(. Therefore it was also decided that animai conirol services would
only be offered to cities on a"fu(l cost recovery" modeL The County Council originally voted to close the
shelter by Eebruary 1, 2010 and to transition cities to a"full cost recovery" model for anima( control by July 1,
2010.
As the County started to meet with impacted cities regarding the transition of services, two issues quickty
emerged:
1) If the King County Animal Shelter closed there would be insuffcient capacity for the 11,000 animals
sheitered each year in the King County Shelter. Non-profits did not have enough space to absorb more than
about 6,000 animals_
2) The cities would struggle attempting to absorb animal services in fragments; shettering, licensing, and field
services. There was a large demand from the cities for the County to work towards a comprehensive sotution.
Carrie Cihak, the new Director of Strategic Initiatives has been selected by the ne�v King County Executive,
Dow Consta��tine, to formulate a plan to meet the needs of the County and Cities. As of January l 3, King
County is now proposing to develop a redional animal services mode� that ��ould continue to use King Count}'
as the centrai service provider. [t has been proposed that a board of representatives from each region start
working with County to estabiish this modet, includin� a cost recovery plan. The plan should be in place by
June 30, 2010 for implementation_ A proposed framework Por a regional model is attached.
[t has become apparent that it wouid be most beneficiat for the City Of Federal Way to create its own Animal
Services Program. King County's new cost recovery model will result in F'ederal Way spending between
$400,000 to $�2�,000 per year foc base line services, either through licensing revenue allocation or through
direct payment if the licensing revenue falis short of necessary animal services expenditures. Current
projections indicate that the City could provide animai services for approximately $340,000 to $37�,000 per
year. Refer to Appendix � a deta�lec� compc�j•ison.
Other regional efforts to provide animal services zxcluding Kin� County will be greatly impacted due to the
lack of sheltering capacity in the south King Counry area. T'he capital costs to create this sheltering capacity
1
make this a significant financial undertaking that is not necessary to Federal Way due to our proximity to the
Humane Society of Tacoma and Pierce County.
Therefore it is the recommendation ofthe Poiice Department that the Animal Service Program proposed in the
remainder of this document is approved by the City Council.
Proposal:
Federai Way Animal Servic� Yision •Stateme��: To �pvo�k cooperatt�ely kvith community members and'
animal orgariizations to provide fara safe environment.fo� citizen� and.atiirnais.
Sheltering: The cost of she(tering animals often repr�sents 50% of the total costs of Animal Services
Programs. Animats are sheltered primarily for two rieasons; they are found as "strays" or they are
"surrendered" by their families. The onty way to reduce tlhis substantial expenditure is to avoid the need for
shettering animals. i
Costs: The Humane Society of Tacoma and Pierce County is ot�ering sheltering services at a rate of $76.00
per animal. This low sheltering fee is due to the Humane Society retaining 2/3 of all licensing and other fees
they collect related to animats Federal Way places at their $helter and animais placed by the shelter into Eederal
Way. Based on statistics provided by King County, there were approximately 1,200 anima(s sheltered from
Federa( Way in 2008. This equates to approximately $9't,000 in sheitering expenses. The amount of lost
revenue is more difficult to calcu(ate. However, assuming each ofthe 988 stray or surrendered animals from
2008 was piaced back into the Federal Way community; it �vou(d equate to an additional $20,000 in lost
revenue. '
Concerns: Animal shelters use "save rates" as an importaht measure of their success. Different shelters have a
variety of phi(osophies when it comes to euthanizing an�mals delivered to their she(ters. The numbers of
animals that are successfully placed into a loving home is � political consideration for many jurisdictions. I'he
Humane Society of Tacoma and Pierce County successfulty p(aces approximately 78% of the cats and dogs
that come through the shelter. '
Alternatives: [dentifying methods to reduce the need to shetter an animal will be a key cost reduction
component_ There are many strategies in place across the Nation for avoiding the need to place an animal in a
shelter. [t will be important to have an energetic individual fill the role of Animai Management Coordinator to
examine ttie various strategies and pool various community resources in an effort to reduce sheltering.
Licensing: The purchase of licenses for pets is the p�ima�y source of revenue for an Animal Services Program.
The 2008 (icensing data be(ow was provided by King Co�nty. A total of$ i 64,250 was generated in licensing
revenue with only approximate(y 19% of the estimated Fiederat Way pet population being licensed.
Dog I Cat � Total Pet Lic.' �% Ca
Lic. Lic. Issued Est. Poo. Total
Federal
Wav �.65b 3,�199 9,155
88.040 ( 7.-t3
� I
Est. Est. Est. EsL #
Hoase Dog Cat of
holds Po . Po . Pets
35.216 22?57 25.109 -i7.;66
Est
Est. %
% of of
Dogs Cats
Lic. LiG
i �°�o I i �°.�o
King County recent(y reported the iicensing revenue for 2009 to be $204,000 from 7,976 licenses issued.
This represents an approximate t3% decrease in licensed pets after KCAC increased the license fees.
Transition ofLicensing_ [f Federal Way setects to start its own Anima( Services Program, transitioning the
(icensing piece of the program wiit be an important early step to take in assuming these services. King County
has indicated it does not intend to reimburse cities for license fees collected in 2009/2010 prior to a transition
taking place. Therefore it will be important to negotiate a transition of licensing responsibiiity as soon as
possible in order for Federal Way to retain the revenue generated.
Eederal Way currently uses Spillman as the police department's primary record management system. Spiltman
has a licensing and permits module that contains specific reporting capab+lities for pet licensing. Therefore no
addition software purchases will be necessary. There may be some costs associated to transfer the licensing
data that King County current(y stores.
Licensing Campaign: Aggressive, community-0riented, and educationai licensing campaigns will be necessary
to increase compliance with pet (icensing. The pub(ic must ficst be educated regarding the benefits of licensing
their pets and how it impacts their community. T'hen efforts must be made to facilitate compliance with easy
on-line licensing options and alternate physical locations for licensing. Even a door to door effort cou(d be
considered to increase compliance.
Fieid Services: Many Federal Way residents currentiy have a negative impression of animal services based on
experiences with the King County Animal Controt Services. Estab(ishing an internal animal services program
will provide the City of Eederal Way and its Police Department an excellent opportunity to creaxe positive
impressions. This will be accomptished with to Qrimary focuses.
Community Involvement: The success of the Animal Services Program will be dependent on community
invoivement through volunteerism, communication and education. Fortunatety pet owners are often committed
not on(y the welfare of their own four legged family member, but also to the genera( pet population. [t will be
incumbent on the program to develop effective, fun, and rewarding efforts to allow our community members to
have an impact.
Protectian: The focus to protect both the animals and our citizens will be the primary concentration of our
field services personnei. Decisions made in the fie(d wifl be based on what is best for the protection of the
animal and for involved citizens.
Required Personnel:
Animal Services O�cer (ASOI: The ASO would have prima►y field opecations responsibilities. The ASO
would respond to a!1 anima( related calis for service, conduct animal related investigations, and provide
proactive animal management services. The ASO would have a iimited commission in order to issue necessary
citations and file any applicabie criminal charges. The saiary range would be $4,29� —$�,432; with top step
salary and benefits at approYimateiy $90,000 per year.
The 2008 data {below) provided by KCAC indicates that there were a total of
L 026 calls for service. Of these calis, 2,�8 (listed below) �voutd have fallen under the focus of protection.
Animal [njured Total
City Crueily Vicious gite Animat Not
additive
Federal Way S1 76 �� �6 1026
[t is recommended that the ASO work a 5/8 schedule, Tuesday - Satuday as the program is imp(emented and
grows. Trained poliee officers would be used to handle priority anima( calts in the ASO's absence.
Animal ManaQement Coordinator: The Animal Management Coordinator would be responsibte for
deve(oping, implementing and managing strategies to decrease she(tering needs and increase licensing revenue.
The Coordinator would facilitate the use of volunteers, private sector animal care providers, and non-profit
animal groups to accomptish the mission and goals of the Animal Services Program. This posiC�on would also
work a 5/8 schedule, Monday — Friday. The salary range would be $3,559 -$4,504; with top step satary and
benefits at approximately $75,000 per year.
t�olunteers: Volunteers both working within the Animai Services Program (Potice Department) and from
animal groups in our community will be critical to the success of our program. The Police Department
currentty has a nationally recognized volunteer program and sustaining the quaiity of this program is a key
component to the Animal Services Program. The Police Department is currently taking steps to transfer
volunteer coordination duties, after the actual position was eliminated in the 2010 budget process.
Three Year Financial Plan:
lnitial Costs: The initial costs to start a full service Animal Services Program in 20t0 wil( be approximately
$300,000. This is based on both one time costs for equipment and anticipated on-going costs, inc(uding severai
months of salary/benefits for 2 FTEs. The total cost cou(d be reduced somewhat based on what agreement is
reached to transition the iicensing program and the associated revenue.
E enditure Descr' tion One-Time Amount
Animal Position would coordinate the licensing No 3,559 -
Management program and alternatives to sheltering 4,504
Coordinator ( t program. monthiy
FTE)
Animal Services Must hire an experienced ASO due to
Officer Academy in March 2010. Position would No 4,294 —
(t FTE) be responsible for field animal care �,432
services. monthly
Uniform and Uniform and personal equipment for Yes 3,500
Equipment — APO, to include baUistic vest, OC Spray,
Officer radio, etc...
Vehicle '/s ton truck from State bid and then an Yes
REB for animal cargo box to hold at least (would require 80,000
6 animals. Cost wiil vary based on replacement
s ci�ications. reserves)
Sheltering A roximatet 6 months of shelterin No 50,000
Work Stations Two work stations and associated Yes 27,440
ui ment.
Data Processin Standard [T su ort costs. No 16,420
Phone Service Standard IT' su ort costs. No 3,580
Licensing Program [T costs for database creation, Yes 25,000
Start-up development and printing of licensing
information, devetopment of on-line
licensin .
4
Cost Neutral Goal: The goal of the Animal Services Program woutd be to reach a cost neutral status as
quickly as possible.
ected On-Goin� Annuai Costs
Sa(aries and Benefits for 2 FTEs
911 / Valley Communications Dispat�
Vehicte Maintenance/Operations and
Equipment and Office Supvlies
IT Support
Volunteer Prog
Administrative
TOTAL
on 1,200 catls for service)
�ent Reserve (8 year schedule
Amount
165,000
100,000
l5
5,000
10,00(
337,50
Currentty it is estimated that there is approximately a 20% compliance rate in Federal Way for pet (icensing. [f
we are able to increase the comptiance rate by 10% per year and tower our shettering rate by t 0% per year the
program could become cost neutral by the end of 2011 at the earliest. Refer to the chart below.
The rate of achieving cost neutral status will be impacted by the (icensing fees established. A strategy of
offering lower fees the first year may be used in order to establish pet ownership within the City. An
increasing fee schedule would be provided to pet owners so they clearly understood the future licensing
expectations. This strategy would delay the achievement of cost neutra( status, but may provide for higher
(icensing compliance in a shorter period.
As the Animal Services Program begins to become a revenue source for the City, it wi(1 be important to
reinvest in the pet owning and animal care community. T'his could be done by expanding services and/or
investing in some of the organizations that allow the City to be successfui in its Animal Services Program.
�
APPENDIX A
AlY[MAL SERVICES OPTIONS SUMMARY
Consideration F'ederal Wd Anirrwl Services Kin Coun Re ional �lodel `-
• 2010 Start-up = Apprx. • 2010 Projected Costs =$483,000
Overatl Financial $300,000 • Additionat levels of service will increase
�. On-going Annual costs.
Expenditures = $340,000 to
$375,000
• Contract with Humane • Continue to use KC Shelter in Kent (10.79
Society vf Tacoma and miles)
Sheltering Pierce County (12.28 miles) . Kent Shelter must be replaced and is
� Humane Society has a good tocated in flood zone — currently there is
reputation in the community no capita( financing plan
• Humane Society is � No current south county non-proftt /
associated with the Dugan private sheltering alternative
Foundation for increased • Already reducing levels of service — not
fundraising effectiveness acce tin "owner surrenders"
� Retain 100% of ticensing • Relinquish 100% of licensing revenue
revenue untit full cost recovery reached
Licensing . Abiiity to set fees • Expectation that EW would fund efforts to
• [mprove licensing access increase licensing compiiance
for community • Licensing incentive proposa! would
� Police records management require EW to subsidize other cities if we
system already has a pet , reached cost-neutral revenue
licensin moduie
• Ability to determine levets • Proposed to provide services based on
Levels of Service of service regions and the south region is the largest
• [mprove quality of service • Undetermined levels of services at this
• [m rove res onse times time
• May cause some backlash • County must overcome different degrees
Political [mpact for not participating in the of mistrust from cities due to past
regional mode( experiences such as jail expenses — could
• Assume greater degree of delay or prevent cotiaborative effort
political responsibiiity for
controversial decisions
related to anima! welfare
issues
APPENDIX B
"CONTflACT
Mareh 1, �2010
. n ,
Recommend allowing KC
to retain licensing fees
through May and
continue to provide
services through June.
� HIRE:ANIMAl: �
. ; . ,.... .
MANAGEMENL;
�uresnwsrnc
May 1, 2010
� �
����aa. cnR�
` PR06RAN1; �:'
,;: '-
CilY Councll •``
` Appr�oval F�b.': '
- 3010
\ '� __ .
P�GRAM - >` June 9, 2010 '::
' May 1, 2010 '
: , �� � =.:
Civil Service Position -Selection
process in Ma�ch then to Civil
Service Commission first week of
April to certify the list and then
badcground.
I!(C�S
I,'Z010
_;
Civi1 Service Position -Selection process in
March to Civil Service Commission first week o(
April to certify the list and then background.
1) Purchase uniform, personal equipment and
equipment for truck.
II
Animal Control Services
City of Federai Way
February 16, 2010
Background
❖ KCAC contracts with 34 of the 39 cities.
❖ The City entered into an lnterlocal Agreement
with King County in 1990.
❖ Federal Way's contribution in 2009 was
$204, 000.
❖ In 2009, The King County Council voted to
eliminate all animal services.
❖ King County is now proposing to develop a
regional "#ull cost recovery" animal service
model.
�
King County Regional Animal
Service Model
❖ P�ojected cost to Federai Way for base tevei seniices in
2010 = $484,000
❖ License fee in 2009: $204,000
❖ King County proposed "full cost recovery modeln
fot Federal Way is $280,000
❖ Kent Shelter will remain open, but must be replaced in 2-
3 years
❖ The cost wili be most likely be shared by the
agencies participating in the regional model
Federal Way Animal Services
Program
❖ Primar�jective: If Federal Way
provides animal services the goal would
be to achieve a cost neutral program as
quickly as possible. .
2
Federal Way Animal Services
Program
SHELTERING
❖ Forecasted to be $90,000 to $150,000 per year.
❖ Reduced sheltering options wil! be criticai
achieving cost neutral program.
-:• Animal Management Coordinator (1 FTE) will
be responsible for sheltering alternatives.
Federal Way Animal Services
Program
LICENSING
❖ 19-20% of #he pe#s in Federal Way are
licensed.
❖ 2009 Licensing Revenue = $204,000
❖ Efforts to increase licensing compliance will be
key component to reaching cost neutral
program.
❖ Animal Management Coordinator.(1 FTE�) will
be responsible for aggressive licensing
campaign.
3
Option ##1
Federal Way Animal Control Services Program
❖ Startup/Capital Costs in 2010: $300,000
❖ Projected on-going annual cost: $338,000
❖ Pros:
• Ensure service leveis
• Retain licensing �evenue
• Ability to directiy cont�oi some costs
• Ability to attempt to achieve a cost neutral program
• Opportunity to further enhance positive reputation in our own
community .
Option #1 �cont'd)
❖ Cons:
• Initial sta�t-up expenses during cost-cutting budget
environment
• Dependent on Humane Society Tacoma & Pierce
County
• Become more responsibie for controversial
decisions related to anima! welfare issues
4
Option #2
Maintain the Animal Services with KCAC
Annual cost of $484,000
❖ Pros:
• Pa�ticipate with south king county cities
• Avoid initial costs of Animal Seniice Prog �am and
additional ope�ational responsibility for tfie Police
Department
❖ Cons:
• King County retains all of the licensing revenue
• King Counfy shelter must be replaced in next few
years
• Little control of actual costs and anticipated
i�creases to costs
• �ittle control of service levels
Recommendation
Pursue Option #1
Council approval to start Federal Way Animal
Services Unit within the Police Department
5