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HomeMy WebLinkAboutAgenda - 06-19-2001-8nORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: June 19, 2001 Action Agenda Item No. _~ -- SUBJECT: Contract Renewal with Animal Protection Societ for Animal Shelter Services DEPARTMENT: Health PUBLIC HEARING: (Y/N) No ATTACHMENT(S): Contract INFORMATION CONTACT: rosemary Summers, ext 2411 TELEPHONE NUMBERS: Hillsborough 732-8181 Chapel Hill 968501 Durham 688-7331 Mebane 336-227-2031 PURPOSE: To consider approving the renewal contract with the Animal Protection Society (APS) for operating the Animal Shelter. BACKGROUND: Orange County has contracted with the Animal Protection Society (APS) since 1979 for operation of the County Animal Shelter located on Airport Road in Chapel Hill. The Orange County Board of Health reviewed the existing contract and funding request of the APS. There are no current changes to the APS Shelter Procedures Manual being proposed. The customer satisfaction survey was not able to be completed during this fiscal year due to the bid process yielding higher bids than the amount approved in the budget. The methodology of the survey is being re-considered and the amount of funding will be requested as a carry- forward to complete this work. The Board of Health reviewed the APS funding request for FY 2001-2002 which was $422,085, an increase of $29,414 that was primarily to address low salaries for employees. The current year funding is $392,671. The Board of Health recommended funding at $422,085 for FY 2001- 2002, to be earmarked for staff salaries to aid in staff retention. There is no operational increase being requested. The County Manager's review resulted in a recommendation of a funding level of $420,158. FINANCIAL IMPACT: The Manager's recommendation of funding at $420,158 for fiscal year 2001-2002 will enable the APS to increase most of the staff salaries to aid in retention. The funding recommendation is part of the recommended budget for the upcoming fiscal year. The cost of animal sheltering is defrayed by the revenue associated a number of programs that the Animal Protection Society operates from the shelter. In fiscal year 1999-2000, approximately $93,709 (16.7% of the budget) was generated through various program fee revenue sources and utilized to defray the costs of operating the animal shelter. 2 RECOMMENDATION(S): The Manager recommends that the Board approve the contract as written with the APS, with the funding amount subject to approval of the FY2001-2002 budget, and authorize the Chair to sign. 3 CONTRACT BETWEEN COUNTY OF ORANGE AND ORANGE COUNTY ANIMAL PROTECTION SOCIETY FOR ANIMAL SHELTER OPERATIONS This CONTRACT is by and between the County of Orange, North Cazolina, a body politic and corporate ("County"), and the Animal Protection Society of Orange County, Inc., a North Cazolina nonprofit corporation ("Society"); WITNESSETH: WHEREAS, County has responsibilities under the laws of North Carolina and other directives to control dogs and other animals and to promote health, welfaze and safety of humans and animals; and WHEREAS, the purpose of the Society, as stated in its corporate charter and bylaws, is the prevention of cruelty to animals and the relief of suffering among animals; the investigation of cruelty reports; the raze of lost, homeless, mistreated or injured animals; the operation of an animal shelter, privately or under contract with public authorities; the establishment of an adoption system, for people seeking pets; public education for the humane treatment of animals; and other purposes set out in the corporate charter and as allowed by law; and WHEREAS, County has obligated itself, pursuant to its Animal Control Ordinance, to operate and maintain a Caunty Animal Shelter ("the shelter"), either itself or by contract with another entity; and WHEREAS, County desires to contract with Society, and Society desires to contract with County, for the operation and maintenance of the shelter; NOW, THEREFORE, in consideration of the mutual promises and covenants contained herein, County and Society agree as follows: 4 1. Purpose. This Contract is to provide for the management and operation of the shelter by Society. 2. Res onsibilities of Socie Society shall manage the shelter and shall be responsible for operating the shelter in a safe, sanitary, humane, and efficient way. It shall be the duty of Society to: A. Hire and supervise shelter personnel pursuant to County-approved procedures adopted by Society. Society shall pay a living wage, as determined from time to time by the Boazd of County Commissioners. Any changes to the personnel procedures of Society proposed by Society shall be presented to County for its consideration and approval no later than March 1, 2002. No such personnel procedures shall be implemented by Society without the approval of the Board of County Commissioners. B. Properly impound animals coming into its control. C. It is the intention of the County and Society that only animals originating in Orange County will be impounded in the shelter. Specific operating procedures designed to carry out this intention shall be included in the Procedures Manual described in Section 3.C. of this contract. D. Be responsible for disposing of, as Society deems necessary, all animals brought to the shelter in compliance with applicable North Cazolina law and local ordinances. E. Handle, caze far and dispose of animals in accordance with applicable North Cazolina law including the Animal Welfaze. Act, and local ordinances. 1 r 5 F. Require citizens redeeming animals from the shelter to pay applicable reclamation and boarding fees established by County. Society may retain reclamation fees to help defray cost of shelter operations. G. Have the shelter open for business at County approved times, which permit the public to redeem animals during other than normal working hours. H. Maintain records on all animals received at the shelter including: a) admission source (from the public or from Animal Control) b) animal identification (species, breed, etc.) c) disposition (reclamation, adoption, euthanasia) status of animal (stray or surrender) d) length of stay Such records shall be summarized monthly and a copy of such summary provided to Animal Control no later than fifteen (15) days after the close of each calendaz month. I. Comply with receipt and cash control procedures prescribed by County including pre-numbered, controlled receipts itemizing fees collected. Such receipts shall be made available for inspection by County Finance Officer at all reasonable times. J. Provide the County Finance Officer and the Health Dixector fiscal expense and expenditure performance reports on a quarterly basis and in such detail as to permit evaluation and cost analysis of the contracted services. Society will detail the allocation of revenue by source and expenditures 6 for operations and other Society programs by each functional area. Quarterly reports for the quarter ending July 1 through September 30 each year shall be transmitted to the Finance Officer no later than October 31; for the quarter October 1 through December 31, no later than January 31; for the quarter January 1 through Mazch 31, no later than Apri130; and for the quarter April 1 through June 30 no later than July 31. K. Permit access and inspection to all azeas of the shelter by Animal Control personnel and other health and safety officials in pursuance of their duty. L. Add no new structure or modify the shelter facilities or the premise whereon the shelter facilities are located without the written approval of County. County may, in its sole and absolute discretion, approve, or disapprove any such new structure or modification to the shelter facilities, subject at all times to limitations and restrictions imposed on the premises contained in the Special Use Permit effecting the premises. M. All proposals, reports, proposed budgets, maintenance requests, etc. shall be submitted to the Health Director or his/her designee. N. Any changes in any procedures of the type contained in the five sections of the procedures manual should be submitted to the Health Director or his/her designee for agreement and compliance with contract and budget considerations. O. Society to submit an independent. audit prior to annual contract and budget review, at least every 7th year. 3. County Responsibilities: In exchange for Society's services outlined herein above, County shall: A. Provide an annual appropriation to Society in an amount approved in the annual budget by the Boazd of County Commissioners. The annual appropriation will be payable in twelve (12) equal monthly increments due the first day of each month. B. Provide a structure for the shelter and provide facility repair services. Such repairs will be performed by County's Public Works Department. C. Review and approve procedures for operation of the shelter and fees to be collected. Such procedures shall be outlined in a Procedures Manual that shall be reviewed by the Boazd of Health annually at the time of contract review. Revisions requested by the Board of Health shall be submitted to the Board of County Commissioners for inclusion in the final Contract. D. County will provide Society with a copy of the official monthly Animal Control report not later than the 15~' of each month. E. Cooperate with Society in promoting health, safety and rabies control. 4. Terminatio d Renewal. This contract is for the period July 1, 2001 through June 30, 2002. This Contract may be terminated on ninety (90) days written notice by either party. The obligations of County and Society contained in this Contract are all deemed covenants. A breach of any covenant in this Contract or in any other document incorporated by reference into this Contract shall make this Contract immediately terminable at the option of the non-breaching party. In the event this Contract is terminated for breach of Contract, Society will be 8 allowed a reasonable time, not to exceed thirty (30) days from the date the termination is to be effective, to remove its property from the shelter. This Contract may be renewed annually for July 1 through June 30 fiscal years by action of the Boazd of Directors of Society and the Board of Commissioners of County. Society and County shall provide the other with written notice of intention to renew this Contract no later than January 1 of each renewal year., In the event Society or County fails to provide this written notice, the other party shall immediately following January 1 begin preparation for shelter operations by County or its designee effective July 1 of the year in which there is no renewal notice by Society or County. All ,property of Society shall be removed and operations responsibility shall be transferred in its entirety on ar before July 1 of the yeaz of termination. 5. iabili Society will indemnify, save and hold harmless County, against any and all liability up to $500,000 which might arise or accrue by reason of the act or failure to act of any and all Satiety's officers, agents, employees, members, representatives, volunteers or assigns. Society will carry a comprehensive general liability insurance policy with limits for each occurrence of $500,000 covering the operation of the shelter and the actions of Society, its officers, agents, employees, members, representatives, volunteers or assigns in the operation of the shelter. County shall be a designated insured under the policy. Society shall provide County with a certificate of coverage from the insurance provider. County will be provided at least thirty (30) days written notice of cancellation of the policy. The certificate of coverage shall so provide County with a copy of the policy. TN TESTIMONY WHEREOF, COUNTY OF ORANGE has caused this instrument to be signed in its name by its duly authorized officers and its seal to be affixed by authority of its Boazd of Commissioners and ANIMAL PROTECTION SOCIETY OF ORANGE COUNTY, INC. has caused this instrument to be signed in its name by its duly authorized officers and its seal to be affixed by authority of its Baazd of Directors the day and year recited above. FOR AND ON BEHALF OF ORANGE COUNTY HEALTH DEPARTMENT Rosemary L. Summers, Health Director FOR AND ON BEHALF OF ANIMAL PROTECTION SOCIETY OF ORANGE COUNTY Ana Hamner Date: President FOR AND ON BEHALF OF COUNTY OF ORANGE: Stephen Halkiotis, Chair Orange County Boazd of County Commissioners Date: "This instrument has been preaudited in the manner required by the Local Government Budget and Fiscal Control Act." Kenneth Chavious Finance Director Date: Date: