Mayor and Council Bill Flitton, Director, Legislative Services/City Clerk City of Abbotsford Animal Control Program

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1 ===== ~A ABBOTSFORD Report No. COR COUNCIL REPORT Regular Council October 31, 2014 File No: To: From: Subject: Mayor and Council Bill Flitton, Director, Legislative Services/City Clerk City of Abbotsford Animal Control Program RECOMMENDATION THAT the City of Abbotsford provide statutory consent to the Fraser Valley Regional District, in accordance with Section of the Local Government Act, for the adoption of the Fraser Valley Regional District's "Fraser Valley Regional District Sub-Regional Animal Control Service Area Amendment Bylaw No. 1287, 2014", to include the City of Abbotsford in the Fraser Valley Regional District's Sub-Regional Animal Control Service Area. SUMMARY OF THE ISSUE Staff has been in discussion with Fraser Valley Regional District (FVRD) staff in regards to the provision of a sub-regional animal control program. Staff at both the City and FVRD believes that there are cost efficiencies for both organizations with such a program, versus an independent program. BACKGROUND In 2009 the City approached the Fraser Valley Regional District (FVRD) to determine its interest in a sub-regional animal control program. In turn the FVRD ultimately submitted a proposal to the City in 2011, based on recommendations made by KPMG, which was then considered to be economically viable. Ultimately the recommendation submitted by the FVRD was declined by the City. DISCUSSION The contract for the pound operation and the contract for enforcement of the City's Pound Bylaw both expire at the end of It is an opportune time to review the cost benefits of the City's animal control program. Revenue/Expenditures The current annual cost of the contract for the Chilliwack pound facility is approximately $62,400. The Commissionaires contract, on average, costs the City approximately $168,000 annually, depending on actual hours worked. Additionally, other miscellaneous expenses such as supplies, veterinary costs, legal fees are also incurred. Other costs of

2 Report No. COR Page 2 of 5 the animal control program are related to the annual expense of issuing dog licences; some of these costs have are captured in the general corporate government Cost Centre (not specifically charged to animal control). A detailed summary of revenues and expenditures of the program are set out below. The fee structure related to revenues below is under the current City fee structure. It is proposed to stay that way if transferred to the FVRD. However, FVRD staff could potentially return to Council after a period of time to determine if Council wishes to change the fee structure in any way. ANIMAL CONTROL SERVICE Planned Expenditures Other Postage Telephone Adve rti sing Legal Services Disposal Fees Building Lease Veterinarian Fees Animal Licenses Vehicle Gas & Oil Overhead Support Supplies Abbotsford DRAFT 2015 $ 7,260 1, ,000 2,200 65, ,000 2,600 28,120 35,400 3,300 Abbotsford Costs 2014 Jan - Jul $ 7, ,241 36, ,951 14, Abbotsford 2014 Budget $ ,000 2,200 62,400 2,600 36,000 4,200 Abbotsford Costs 2013 $ 500 1, ,512 2,145 62,673 9,392 2,606 28,116 3,290 Bank Service Charges Dog License Canvassing Animal Control Staff 5, , ,000 83,883 20, , , ,181 Total Expenditures 501, , , ,187 Revenues Misc. Revenue 4 Penalties $ 10,000 $ 10,000 $ 4,407 $ 3,843 $ 15,000 $ 10,000 $ 12,500 $ 9,800 City of Abbotsford Dog Licenses Municipal Tax ReqU isition/subsidy 215, , ,000 1 $ 266, $ 43, $ 83, $ 232,000 29, % of total budget allocated for overhead - not allocated in Animal Control Budget 2 - Charges not captured in animal control budget - rather captured in General Government budget 3 -Reflects Commissionaires requested increase to hours for 2014 to accurately reflect actual hours (also reflects the total potential hours to be billed and a premium for potential overtime hours) 4 - adoption fees and other services 5 - No invoice for building lease payable yet - figure is pro-rated over 7 months 6 - reflects increase of 5% for 2015 The overhead noted above reflect about $35,400 for value in time spent by staff to administer the dog licensing component of the Animal Control Program, and to administer the entire program itself. The time is allocated within other City budgets, not within animal control. If the FVRD were to take over the City's program its costs would be "fully loaded" to include the overhead and mailing costs. The budget numbers in blue

3 Report No. COR Page 3 of 5 --~ above reflect the actual potential cost of the City's program in 2015 if it were a standalone program. In addition to the base contract with the Commissionaires for animal control services the City also pays for other items such as miscellaneous supplies needed for the program, staff overtime as required, cellular phones and vehicles (including insurance, maintenance, repairs and fuel). Costs will increase for Abbotsford in 2015 unless it was to join an existing program and achieve economies of scale in administration and overhead. The two costs that vary the most are legal fees and veterinarian costs. In regards to legal fees there is little control over these as dog owners, from time to time, will make claims against the City, especially in regards to dangerous dog designations, and the City must defend itself accordingly. Also, veterinarian costs will vary depending on the condition of animals retrieved by Animal Control Officers (ACOs). Staff will authorize work to be done, on a case by case basis (with knowledgeable input from the ACOs), on the condition of dogs as to whether they should be treated or put down. Due to the cyclical nature of costs, the requisition would fluctuate each year. The City, at the time of the requisition, would be able to review the amount and ask questions regarding activities related the cost. FVRD staff will still take full ownership of the animal control function and determination of appropriate follow up on dangerous dogs, as well as other potential legal issues as stipulated under its bylaw. Below is a table of the history regarding dealings with dogs in the City. Dogs 2011 % 2012 % 2013 % Total Impounded Released to Rescue/Shelter Adopted Euthanized Claimed by Owners Other Dog Licence Fees The table below reflects the comparison of fees of Chilliwack versus Abbotsford. The initial fee for neutered/spayed dogs in Chilliwack is lower; however, Chilliwack provi.des for higher penalties. It is possible that lower fees would result in higher compliance with registering dogs and therefore higher revenue. As mentioned previously Abbotsford could move to the Chilliwack pricing model after transferring to the FVRD. The FVRD contemplates hiring local pet store outlets, as well as other potential vendors, to sell dog licenses in the City. It is expected that the City will still sell licences, at least for a period of time, as this program transitions to the FVRD.

4 Report No, COR Page 4 of _.. _ '::...-_-- Animal Control Fee Comparison Neutered Male / Spayed Female Unaltered Male/Female Hobby Kennel Replacement Licence Nuisance licence fee Aggressive dog licence Chilliwack $ Before Feb 15th Abbotsford After Feb 15th $ 28,00 $ 35,00 * ,00 * * Abbotsford offers a prorated licence after July 1st based on the number of months remaining in the year. Staffing and Service Levels The level of service of the FVRD proposal provides for a similar level of service currently provided to the City under its current program. Below is a list of staff who will be working the facility. City of Abbotsford Contract Position Hours per Week Site Supervisor Customer Service Coordinator Kennel Attendant / Adoption Coordinator Animal Control Officer (lead hand) Animal Control Officer Animal Control Officer On Call The City has not received any specific complaints in regards to the operatior( of the Chilliwack facility on the City's behalf. Nor is staff aware of complaints received regarding owners needing to drive to Chilliwack to retrieve their pets. Bylaw Enforcement Earlier this year City staff contemplated making changes to the City's bylaw in regards to issues related to aggressive and dangerous dogs. However, when entering into discussions with FVRD staff and reviewing its bylaw it became apparent that this work need not be done if the City transfers its program to the FVRD. The FVRD bylaw includes provisions for nuisance, aggressive and dangerous dogs. It also includes enforcement provisions against those owners who leave their dogs locked in vehicles and tethered in yards. Staff does not believe, at this time, that there are any required changes to the FVRD bylaw. It should be noted that this program does not deal with kennels. The City will continue to have jurisdiction in this area, with requisite amendments to its bylaws.

5 Report No. COR Page 5 of 5 FINANCIAL PLAN IMPLICATION It is expected that if the City wishes to continue with an independent operation there will be a substantial increase in costs to Abbotsford. Costs savings will be made by transferring the program to the FVRD with the consolidation of two programs into one and economies of scale gained through this. The FVRD expects that adjustments will be made over the initial couple of years of the program before costs stabilise. The risk to the City, by not joining the FVRD program, is that in future it may have to lease its own facility and operate it at a much higher cost than by joining the FVRD program. The FVRD facility has the capacity to expand as needed to accommodate both the City and Chilliwack. It is anticipated that other jurisdictions may join the FVRD program thereby resulting in additional revenue, and potentially lowering the costs of the program, to the City, by sharing the burden among a number of partners. Chief Financial Officer IMPACTS ON COUNCIL POLICIES, STRATEGIC PLAN ANDIOR COUNCIL DIRECTION By transferring the Animal Control Program to the FVRD the City is reducing its costs and thereby further reducing the tax burden to property owners. It will also enjoy a more robust bylaw regarding enforcement of dog activities. SUBSTANTIATION OF RECOMMENDATION Staff recommends transferring the City's Animal Control Program to the FVRD, and operated by the Commissionaires, in order to realise cost savings to the City and its taxpayers, and to receive the benefits of stronger animal control bylaw. Prepared by: Bill Flitton Director, Legislative Services/City Clerk Head Approval : Ja e Rudolph ity Manager Attachment "A": Attachment "B": Attachment "C": FVRD Letter to City of Abbotsford dated October 29, 2014 "Fraser Valley Regional District Sub-Regional Animal Control Service Area Amendment Bylaw No. 1287, 2014" Memo to Chair and Members of the Fraser Valley Regional District Board

6 FVRD ~ FRASER VALLEY REGIONAL DISTRICT Cheam Avenue, Chilliwack, British Columbia V2P 1N6 Phone: Toll Free: (BG only) Fax: website: a-mail: info@lvrd.bc.ca October 29,2014 George Murray, CAO City of Abbotsford South Fraser Way Abbotsford, Be V2T 1 W7 Re: Request for Statutory Municipal Consent for Proposed "Fraser Valley Regional District Sub-Regional Animal Control Service Area Amendment Bvlaw No " The Board of Directors of the FVRD has resolved to amend the Sub-Regional Animal Control service. It is proposed that the participants of said service will be amended to include the City of Abbotsford. In accordance with the relevant provisions of the Local Government Act, this will be achieved by way of enacting an amending bylaw. " Fraser Valley Regional District Sub-Regional Animal Control Service Area Amendment Bylaw No. 1287,2014" was given 3 readings by the FVRD board of Directors on October 28,2014. A copy is enclosed for your reference. Also enclosed is a background memorandum dated October 28, 2014 which will provide your council with further information. The next steps in the process are: To seek the necessary statutory consents from the participants in the service in accordance with S of the Local Government Act; Approval of Bylaw No. 1287,2014 by the Inspector of Municipalities; and Consideration of the adoption of Bylaw No. 1287,2014 by the FVRD Board. In view of the foregoing, we are requesting that the Council for the City of Abbotsford give its consent, by way of formal resolution, to the amendment of the Sub-Regional Animal Control service. Your prompt attention to this matter would be greatly appreciated. If you have any questions or concerns regarding the bylaw, please do not hesitate to contact me toll free at , or direct at (604) ~S~ Paul Gipps, Chief Administrative Officer

7 FRASER VALLEY REGIONAL DISTRICT BYLAW NO. 1287, 2014 A bylaw to amend the boundaries of the Sub~Regiona' Animal Control Service Area WHEREAS "Fraser Valley Regional District Sub-Regional Animal Control Service Area Establishment Bylaw No " was adopted by the Fraser Valley Regional District Board ("the Board") on January 24, 2012; AND WHEREAS the Board has been requested to amend the boundary of the Sub-Regional Animal Control Service Area to include the City of Abbotsford; AND WHEREAS consent on behalf of the municipal participating areas of the Fraser Valley Regional District has been obtained in accordance with Section of the Local Government Ac ("the Act'); THEREFORE the Board of Directors of the Fraser Valley Regional District, in open meeting assembled. enacts as follows: 1. CITATION This bylaw may be cited as the "Fraser Valley Regional District Sub-Regional Animal Control Service Area Amendment Bylaw No. 1287,2014". 2. ENACTMENTS (a) "Fraser Valley Regional District Sub~Regional Animal Control Service Area Establishment Bylaw No. 1140, 2011".is hereby amended by extending the boundaries of the Sub~Regional Animal Control Service Area to include the City of Abbotsford in its entirety. (b) That "Fraser Valley Regional District Sub-Regional Animal Control Service Area Establishment Bylaw No. 1140, 2011" be amended by: (i) (ii) Deleting Section 2)b) and replacing it with the following: "The amended boundaries of the Sub-Regional Animal Control Service Area shall be the boundaries of the City of Chilliwack and the City of Abbotsford"; Deleting Section 2)c) and replacing it with the following: "The amended service area shall include the following participating areas: the City of Chilliwack and the City of Abbotsford";

8 Bylaw No. 1287,2014 Page 2 of 2 (iii) Adding Section 2)f) as follows: 'The gross municipal share (based on the 2011 Canada Census) is: City of Abbotsford: 63.1 % of total service City of Chilliwack: 36.9% of total service (c) That the provisions of all bylaws that are now in effect with regard to the establishment and amendment of the Sub-Regional Animal Control Service Area remain in full force and effect. 3. READINGS AND ADOPTION READ A FIRST TIME THIS 28 th day of October, 2014 READ A SECOND TIME THIS 28 th day of October, 2014 READ A THIRD TIME THIS 28 th day of October, 2014 APPROVAL OF THE INSPECTOR Of MUNICIPALITIES this ADOPTED THIS day of day of ChairNice-Chair Corporate Officer/Deputy 4. CERTIFICATIONS I hereby certify the foregoing to be a true and correct copy of "Fraser VaHey Regional District Sub-Regional Animal Control Service Area Amendment Bylaw No. 1287,2014" as read a third time by the Fraser Valley Regional District Board on the 28 th day of October, 2014 Dated at Chilliwack, BC this 29 th day of October, 2014 ~JJ\ d~ Corporate Offic~uty

9 '~ ~-~- Fraser Valley Regional District Fraser Valley Regional District Cheam Avenue, Chilliwack, BC V2P 1 N6 Phone: or (604) Fax: (604) MEMORANDUM To: Chair and Members of the Fraser Valley Regional District Board From: Stacey Barker, Manager of Environmental Services Date: October 28, 2014 Subject: FVRD Animal Control Service Area Establishment Bylaw No. 1287,2014 (Abbotsford) File No.: RECOMMENDATION: THAT the Fraser Valley Regional District Board give first, second and third readings to the bylaw cited as "Fraser Valley Regional District Sub-Regional Animal Control Service Area Amendment Bylaw No. 1287, 2014"; AND THAT Bylaw No. 1287, 2014 be submitted to the Inspector of Municipalities for approval once statutory consent of the stakeholder is obtained. SUMMARY OF ISSUES: Economies of scale, cost savings, efficiency improvements, and greater service levels will be gained by consolidating City of Abbotsford and the FVRD Animal Control Services; the efficiencies are demonstrated in the attached Business Case. Consequently, th-e City of Abbotsford has expressed interest in subscribing to the FVRD's Service Area which will require an amendment. BACKGROUND: Through a Memorandum of Understanding, the City of Abbotsford currently uses the FVRD's Animal Control Centre in Chilliwack. The arrangement was initially intended to be temporary, but the facility has proven to have adequate capacity to service both Chilliwack and Abbotsford. The City of Abbotsford and the FVRD also use the same contractor (BC Commissionaires) for Animal Control Services who provide similar services to both Abbotsford and Chilliwack. However, most services are duplicated under separate licensing systems, accounting systems, and bylaws. A KPMG study in 2010 confirmed expectations that cost savings could be gained by combining services, which are more fully described in the Business Case. DISCUSSION: Abbotsford City Council approved, in principle, a preliminary draft Business Case on September 15, 2014 and sent a letter to the FVRD expressing their desire to participate in the FVRD's Animal Control Service (attached). 83

10 A memorandum was brought forward to the Regional & Corporate Services Committee on October 15, 2014, which included the attached Business Case for amending the FVRD Sub-Regional Animal Control Service Area to include the City of Abbotsford. As a result, the Committee recommended the required bylaw be submitted to the FVRD Board for required readings at this October Board meeting. COST: Please refer to the attached Business Case for thorough background, discussion and cost analysis. COMMENTS BY: DIRECTOR OF REGIONAL PROGRAMS: Reviewed and supported. CHIEF FINANCIAL OFFICER: Reviewed and supported. CHIEF ADMINISTRATIVE OFFICER: Reviewed and supported 84 Page 12