7. Animal Control ii - r7
i CITYOF
CHANHASSEN
1 . .
.
.t. . . ,
' .. 690 COULTER DRIVE • P.O. BOX 147• CHANHASSEN, MINNESOTA 55317
• N (612) 937-1900• FAX(612) 937-5739
IMEMORANDUM
TO: Don Ashworth, City Manager
FROM: Jim Chaffee, Public Safety Director
1 DATE: December 29, 1989
SUBJ: Animal Control Contract For The Cities Of Shorewood,
Greenwood, Excelsior, Tonka Bay and Victoria
II Since the passage of the 1990 budget, I have been able to fine tune the hourly
contract costs to provide services for animal control to the cities of
Shorewood, Greenwood, Excelsior, Tonka Bay and Victoria. I have used as a base
figure the total 1990 animal control budget of $69,350. I then divided that by
I 4, since 1/4 of our time would be spent in the contracting communities. That
figure comes out to $17,338.
II You will note that the 1990 animal control budget incorporates everything from
wages, insurance, retirement, workaans comp; through office equipment, program
equipment, vehicles, motor fuels and lubricants, books and periodicals, uniforms
and clothing, telephone, printing and publishing, repair maintenance of
II vehicles, repair maintenance of radios. The package that was prepared and sent
to Council on December 4 wast best guestimateof all these things that now have
been broken down to its finer parts. As I stated earlier, these are now the
IIactual budget figures for 1990.
Council was concerned, however, with several additional items that may not have
1 been included in the original proposal.,,-;..These were administrative time by
Scott, secretarial time, finance time, and insurance costs. I have included
these costs in the following breakdown: e,M..
II1/4 1990 Animal Control Budget $17,338 $16.67/hr
Administrative Time - Scott ' 'lhi/wk .96/hr
IISecretarial Time 2hrs/wk 1.00/hr
IIFinance lhr/wk .91/hr
Liability Insurance $140/yr .14/hr
1 Sub-Total $19.68
1/2 vehicle cost ($5,000 spread out over 3 years) 1.60
11 Total hourly cost $21.28
r
I
Don Ashworth
Animal Control Contract
Page 2
As you can see by this method, the total hourly costs come to $21.28. Some
items worth noting are that line item 4300 fees for service are being picked up
by the individual cities. However, we have included these costs in the hourly
figure . It would not necessarily reflect expenses against the contract. In
' addition, line item 4110, office supplies, does not reflect any purchases that
are anticipated in support of the contract. I am pointing these things out to
show that if there is an imbalance, the scales will be weighted in favor of the
City of Chanhassen.
It was the contracting cities desire to contribute half of the purchase price of
' a support vehicle. The estimate that was provided by the committee was $10,000
to purchase a used 4-wheel drive vehicle. The cities requested that half of
that, $5,000, be spread out in the hourly cost over a 3 year period. That is
reflected in the total hourly cost of $21.28.
RECOMMENDATION: It is staffs recommendation to seek Council guidance in pro-
viding animal control services on a contractual basis to the cities of Green-
' wood, Shorewood, Excelsior, Tonka Bay and Victoria. The $21.28 hourly cost is a
break even cost and the original proposal from Public Safety recommended a
$22.00 an hour billing. It was Council's intent not to short change the citi-
zens of Chanhassen by subsidizing the contracting cities for animal control. We
are reasonably assured that anything over and above the $21.28 hourly cost would
provide revenue in excess of the hourly cost associated with providing the ani-
mal control services.
'
Manager' s Comments: This office had worked closely with Jim and
g Y
Scott during the initial inquiry period from our neighboring
cities . I continue to support attempting to help this group of
cities until some type of long-term solution could be found for
them. The decision to look to a three year contract occurred
' late in the process and was probably driven by factors such as
how to pay for the vehicle purchase more so than a desire to
establish a long-term relationship. The Council ' s discussion
from December 4 , 1989 reflects the concern that the contract may
not have an ending point.
I believe the original goal which was attempted to be achieved,
"helping the other cities until some other form of service could
be established" , continues to be desirable. I do not know
if that will require one or three years. However, if the goal is
to see the service terminated at some point, we should not be
establishing cost structures which promote continuation.
Specifically, the Finance Department has identified the most com-
mon forms of fees for service contracts. Whether using the
straight salary approach or straight salary plus fringes, produces
Animal Control Contract
Page 3
a cost structure of approximately $28 .00 per hour (copy of
Finance report attached) . If I were a neighboring city, I would
strongly oppose the multiplier approach as such does include pro-
fit, taxes, etc. However, if our charging system does not
include these types of factors, we will never get to a point
where it is cost advantageous for the other cities to do it them-
selves or to make it economical for the private sector. In
essence, we are using the tax exempt privileges granted to us for
operating our City function as a means to prohibit the free
enterprise system from operating in another city. If our citi-
zens were significantly gaining in this process, my analysis may
be different. I simply do not see that significant gain. Again,
I will go back to my initial point in that we should not be
' establishing a charging system which may preclude or prevent
alternatives for future private services.
Recommendation: Should the City Council act to approve the ser-
vice to our neighboring cities, this office would recommend that
the contract remain as presented on December 5 , 1989 (recognizes
that budgets have already been established on the premise of
such) . However, for the years 1991 and 1992, such should be esca-
lated up so as to reach a level of 2i times salary at time of
contract renewal for 1993. 4
1
II
ilCITY OF CHANHASSEN 1990 BUDGET PROPOSAL
FUND: GENERAL FUND
DEPARTMENT: PUJBLIC SAFETY
FUNCTION: ANIMAL CONTROL / C.S.O.
ilACCOUNT DESCRIPTION 1989 1989 1990
il BUDGET RE-ESTIMATE PROPOSED
4010 SALARIES & WAGES, REG. $0 $4,100 #41 600
4011 OVERTIME, REGULAR $0 $2,000 $2,000
il 4020 SALARIES & WAGES TEMP. , '
� #12,000 #10,000 $0
4030 CONTRIB., RETIRE. $1,400
$1,500 #5,100
4040 CONTRIB., INS.
$0
$400
$5,900
il 4050 COMP. $400 $500 $4,000
* TOTAL PERSONAL SERVICES $13,800 $18,500 $58,600
il 4110 SUPPLIES, OFFICE $200 $200 $200
4120 SUPPLIES, EQJIPMENf $500 $100 #500
4130 SUPPLIES, PROGRAM $200 $200 $200
4140 SUPPLIES, VEHICLES #1,000 $600 #800
4170 MOTOR FUELS & LUIBRICANTS $1,400 $2,200 #3 500
4210 BOOKS & PERIODICALS #0 #50 $200
4240 UNIFORMS & CLOTHING $1,500 $1,500 $1,000
II I
�* TOTAL MATERIALS & SUPPLIES $4,800 $4,850 $6,400
4300 FEES, SERVICE #1,500 $3,000 $3,000
4310 TELEPHONE $0 $50 $100
4340 PRINTING AND PUBLISHING #,3 0 #300 #
4360 SUBSCRIPT. & SIPS #0 #50 $200
4520 REP. & MAINT., VEHICLES #500 #500 #500
I4531 REP. & MAINT., RADIOS $250 $250 $250
* TOTAL CONTRACTUAL SERVICES $2,550 $4,150 $4,350
I4704 VEHICLES $0 #0
4705 OTHER EWIPMENT $0 *0
I * TOTAL CAPITAL OUTLAY #0 $0
II * TOTAL ANIMAL CONTROL / C.S.O. $21,150 $27,500 #69,350
II
II
I
' ' -28-
1 . 1
CITYOF
i, t
1 , i - . CHANHASSEN
,. .
.. . . .
1 -
`'�, 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 5317
(612) 937-1900 • FAX (612) 937-5739
3
MEMORANDUM
ITO: Don Ashworth, City Manager
FROM: Jim Chaffee, Public Safety Director
I - DATE: November 16, 1989
SUBJ: Animal Control Contract
IPlease find attached a copy of a memo to me from Scott recom-
mending the extension of animal control services to the cities of
Tonka Bay, Greenwood, Shorewood, 'Excelsior and Victoria on a
I three year contract. We see an Opportunity to enhance the ser-
vices to the citizens of Chanhassen,by entering into a contract
with the five above mentioned cities. There are three benefits
I that come to mind; 1) the City of Chanhassen would have
z available a CSO an extra 20 hours during the week in which to
respond to calls or to make deliveries for administration; 2)
I there would be a consolidation and a centralization, if you will,
of animal records that would help locae loose or lost animals
along the border areas of Qur communities; 3) the revenue
generated by entering intp, a three year ontract with the above
I five mentioned cities c _A1d be used to purchase a vehicle for
Chanhassen community service officers.
I have included a _beakdown of the expenss and expected revenues
should we decide to enter into a three year contract with the
purchase of a support:Areh t
I )RECOMMENDATION.& I concur with co
Scott Harr s recommendation that we
enter into a three rear contract with the cities cf 'onka Bay, \
Excelsior, Greenwood;*ShOrevood, and Victoria do p ovide animal
I control services as outlined 1n hegtt E ed contract. In addi-
tion, I concur with Scott's recommendation that we purchase a
4-wheel drive vehicle, in su o;t, f Chanhassen's CSO
PP � ¢. program.
I Monies to offset this initial (aproximately $10,000.00 purchase)
will come from the revenue generated by the three year contract.
PUBLIC SAFETY COMMISSION RECOMMENDATION: Although a motion was
I not made, the Public Safety Commission supported the concept of
extending animal control contract services. The minutes from
that discussion are attached.
II
Animal Control Contract
i Expenses and Expected Revenue
Page Two
t
1 Salary (20 hrs/week) $10 400.00
Benefits ( .20 x $10,400) 2,080.00
' Gas/mileage/maintenance
(100 mi/day x 260 x .25/m) $ 6,500.00
Total Expense 18,980.00
Revenue (1040 hours x $22/hr) $22,880.00 /9, 76a
less expenses <18,980.00>
' Total Profit
' 3 year Contract (3,900 x 3) = $11,700.00
Purchase Vehicle $10,000.00
I
' /940 x 413 - 3/ 7 °
34,0
'
/9;760 2 z fd'O
H-»-
City asked to continue "` . I
animal control service III Ili sir_ , S : f
By Christopher Burns of the communities we serve is to tam 1 _ f1'
to continue. It has worked out Ii lilt imii111111 111 • . . I
Five cities that have been well for everyone, including aq!``i�t'�{ I1 ;:
temporarily contracting with Chanhassen, Harr said. !l[61111
the city of Chanhassen for The Chanhassen Public Safety ;11.11•41'animal control service are seek- Commission has endorsed the 1a1 I' j ing a permanent agreement. concept of a permanent con- heal al 4 A. ' r I I 1 «<.
City officials in Shorewood, tract,and the Chanhassen City ,Ill i i. WI •
Excelsior, Tonka Bay, Green- Council is scheduled led to discuss i1 lir-lLitiiii 1 !sow . r
wood and Victoria say Der. - 1, iz ii i,; T ., _ + ,:''
they are the issue at its meeting `' '1111 1 1 r t
pleased with the service the Harr said he would be recom- i„ . Y i �l_y .Y - \ r ---1 - i� f
Chanhassen Public Safety mending to the council that tr, '. 9
continue to provide �pp' .:'ll��l;+,r� - 11 Department has provided since Ctanhasw► provi IHi�1t,. � 'September, and want to con- animal control.He said that,in 1 1111 aillmtb -' f �R '`I1•tine the service nett year.. addition to helping neighboring i , I i i,,r„�pl r • '"'`�
The cities asked Chanhassen Communities, Chanhassen has Il 7!1r111 - �; F'
to help out after a private con- beod:ted from the I "Ili[kiln`+ _ � -"_` '
tractor, Midwest Animal Con- arrangement. 11 I it ail ' ;•Vol,discontinued its service this •The expanded anima}eonhnl 1�IIi tit In a Ii•-. /' . —
h,•
fall.Chanhassen agreed to pro- hours have enabled Chanhassen SIP. ��I�{P ; ill
vide a total of 2l)hours a week of to employ co S Bob Zydowsky ,1ill III I ii iM 1f 11`l-:J [ .1 ¢ _ - �- - ''—— —11•ii!
animal control w the five cities, If Zydowsky is out 1' ' IIII t>•Him, a �__ Ilb-
from
September through la in the other cam- ! it11 e + _ `!I '
December,at the me of 817 an mtusities and a call comes in for I (1111 I, 1,-- err ``f _ 1
l i
a Chanhassen animal Pickup ,!'(({{l�m(�i{ -1 . - # t '1111:111
Larry Whittaker, Shorewood can now respond can also IiillliI e�11111HI�i I - ' - . -11 !t——► . 1111111
- city manager,said Chanhassen Harr said Zydowsky iI Il 1.■1i 1111it_ `‘, '-;-f.° Y —.—• '
provided the best animal look for animals in Chanhassen
to and from Will 111 - _ I
control are ve city has ever had.. who be o driving -- — iI j' '
"We are very,very pleased.It's :other- communities. "We're 1 ti — I k[[
been excellent.The personnel is • sig ifcantly increasing our ._-it1,11`1111m1NM1/_, l: 't-r( �`—F-- III lli
very good the response time k•.;Hats said at no.cot"..' `t `i 11I ®�� - • '. ''- — ,
,_:_ ,. I _ ,IGIIll•good,"McDonald,Whittaker said. tici ted benef—.1•••••:.- .• i1 11 --11 t J • ' rJ.
Kirk McD Toile Bay's' Aa:.tenon pa II II II� —��®��•_.,_a• �_ .. • •F •� ,{-- � I, I l
city administrator, said :the arrangement has been tb II 1111.1 1 1 if r „it .sit 1. 1 _ 1
Qianh;ssen community service create s.caitral oo '• ' 'lIQ�i®�C�� _ ' iI
data 1pP I
officers(Ms)are well-trained 'missing animals•which makes 1t II ( ri sus II IRL I�.�:c zr,.7' • m 11jfit: c l•r. i—L—_�` [.i.lIIII�1�
and have provided improved - easier to return those that stray (` 1: !; • -.' d"' e Y '`.
service."They know how to deal: across city borders."We're hay- 1,1 I I Ii _ • - f-. ' •a ''
with the public a lot better.And ing a much better success rate
and owners," ' •that's no slam against the.. of reuniting pets A,-1i
It's just bet- •said McDonald. • c
previous company. liar - _ . - -. - .�-,
ter, a broader service," Harr said;flue�arrangement - ' '- - -
McDonald said. --• has also reavlted=is reduced t., •
Tonka Bay's mayor, Vern" boarding costs and a**ion �• service Officer Bob ZYdowskY is roe o an• • -
com has even written a letter. .a the number.that d tmctaimee �Prvv'1!de d ssvice.to � lei•
commending the city at=•'animals that �have' to:'cbe � ,.-„,,.-. •- . .•..:• .
'Now we're finding Chanhassen,but for not only for the tern we're •..
vice, but for the cooperation we're able •to=art down.,Co -the'city'+taaneBeis oontieted 'bar rate is reasonable.He said something ( I;
Manhasset)has shown in help- euthaniring•and saving people agreed the fir***should help the rate Qianhassen pays its out promoting—Hey your ing neighboring cities out of a• the heartache,”be said. ' defray the ekpense'of an addi- (SOs is comparable to other can we take over your
bind when they couldn't fitid an 'Tbe.only drawback to the ex-- tional truck."A truck is needed cities."I expect if we'd gone to control?:They were
animal control service. "We're panded.service, 'according to and we are one of five cities they another city,it would be nearly out when we were in a bind,and
very satisfied and would be Hair, is the increased use of provide service for,so we ought the be said. we
that the cities Hare verrydgrat •l be said.
Mpleased W see it continue;'said said ants re's ck truck He Q for
M�n;g said Ex-eg
•• when arras called a "creative McDonald. - said another truck will be used- Manager Greg approached Chanhassen else to lion" that !stets "posoti
Not all five cities have formal, ed if the city decides to extend Withers. they couldn't find anyone
ly requested a permanent con the contract. Chanhassen is proposing an conduct animal control."We've terchange" between
tract,but Chanhassen Assistant Harr is proposing to have the increase in the hourly rate from looked around st and around munities. "It would be
truck x17 to$22. Animal Can positive thing,and to ev
Public Safety Director Scott other municipalities share the _ post
Harr said they are all in- cast a[ fees. All of ��{{�ttaixer, i22 an
that's �do this.It's not bereft,to continue,"be
retested."The clear consensus through increased
Inn: Entire house can be rented Recycling
From previous page they've struck up an acquain- member of Years in tuman From previous page of the d be •-rind
lance with other guests. � Benchmark wh en a for recycling pick-ups. market for the recyclables. -
��a walks. they cot on the go Senior Planner,Jo Most coxmcilmem -,
walks,lawn sit art talk.the porch s- abari Bl Qeek pm. he said none of the ed the contract option
on the lawn to talk.In the morn- Amu Olsen,
motions," anniversaries,sid. Sometimes me Karns saves breakfast i0. ICards went out to kink at the haulers have indicated they potential problens is .
groups will she said. Sometimes the Inn."I just fell w love with It," would have to stop garbage delinquent fees.When --
for a will nit the entire house the heir dining room guests nee she acid Wbeo the owner.Mar- as a result of the recyel- don't pay water water or • -
tor a groom's dinner.a:bower._ of!hear wa if they're.not stay p uP Twenty- utility jory Bissli, offered to aeII tt, mg requirement. bills,�city can •" , ,,
a wedding, -or..a "murder •` Karels said r+ 8 a bed- Karel: said, "MY mouth fret three cities in the metro area re- service or assess the . -
mNorm"ly guests it a big •dropped wide open It ame at a quire haulers to pick-up for unpaid bills. But Ma
Nomally guests check itf at S• -time commitment"For me its time in my life wbep I needed a recyclables. fiber does not allow -,r-
p.m., and Karel:serves them a[uo ��because I ea elia"6-: Jay Johnson noted that Eden Qnnhassen's size to
inn's and has After introductions ct ton Within rive mmthS' Karels Prairie bad a similar recycling costs as a utili 1
inn's parlor.Aft,tare s retir s Soy pI've and en oyg cook- owned tin ion. "It wan a little requirement of gar- The only option the city
to h r Iry ng quarters.Karels retires here.I've always m.eyed cook- at first,'she said, -giving pa haulers, t have for delinquent . Mr
I I+ig and entertaining.It's sort of scary � t�
much�nssh want•t iem to like having a party all the time," up a paycheck evert'two w . The cost to would be to take rest.. •
- feel they're at home,"she said. stk'said I went in with both f weeks.
eet.It was residents in cosrim mities that small claims court.
Guests usually go out for din- • Karels had worked fns a scar Y'but its really been fin.' have required haulers to pick up
never, sometimes together u to$12aa 810 Parking ban
.
• Olsen JotuLSm noted that Edna
Farmhouse, was built by Vogel family Prairie lunon noted have Chanhassen
'in Europe for sealers. . the area. not 1 on to residents the Chsnhassm'a Sn, „s„.i,_.
BY paristopher Bums .- In 1>�.Joseph Vogel im- When the Sioux.uprising oc_ coat of recycling pick-up. lag ordinance.fa elf
migrated from Germany and Waned,other settlers in the area Another option the Patina From row until April ne'
One of the things.Anne st der- migra for comlde d was to have the city is allowed t
says her guests enioy most der- was granted a s fanned the Vogel Lion to Fort Snelling Vogels stayed. �i�ci with one Hauter has it pacing
• _ `.--_--._..,..0 i....a.r,,.. AM hie hmtiw•rsfannedthe era- •him but the Vogels stayed --- _ ,... ._— Water streets between 2 to 6 an
� . CITY of VICTORIA
spay of . .9.44„
I
I
November 14, 1989
Mayor Don Chmiel
690 Coulter Drive
P.O. Box 147
.Chanhassen, MN 55317
' Dear Mayor Chmiel :
' In behalf of the City of Victoria, I would like to thank you
again for providing animal control services to Victoria for the
past few months. As you were aware, we were in a difficult
situation with the inability to contract privately for the
service and without the resources to provide it in-house. I
believe your Staff has been exemplary in putting ,together a
_ quality animal control program.
i
This program has served well to bring neighboring communities
together in a cooperative effort. I would greatly appreciate it
' if you and the Chanhassen City Council would give consideration
to continuing this service on a longer term basis. Hopefully,
this would be of benefit to all involved.
' Sincerely,
1
Mayor Schmieg
' cc Don Ashworth, City Manager
7951 &o4e
I irlo�ia, eA(tA' 55886 : .•c-
' (6W ) 448-2868
•
MAYOR I
*Ma Jan Haugen
COUNCIL
Kristi Stover
Robert Gagne
Barb Brancel
Vern Watten
711111111111" CITY OF
SHOREWOOD
5755 COUNTRY CLUB ROAD • SHOREWOOD, MINNESOTA 55331 • (612) 474-3236,
November 17, 1989
Mr. Don Chmiel, Mayor
City of Chanhassen
P.O. Box 147
Chanhassen, MN 55317
Dear Mr. Chmiel:
I was pleased and encouraged to receive your draft of the three-year contract
for Animal Control with my Agenda packet today. It looks like we can help
improve service in all our cities while solving a long-term problem for the
City of Shorewood. '
Our residents, Council members and staff have been very pleased with the ser-
vices and personnel you have provided. The City of Shorewood has never had
better feedback on its Animal Control program; so, we are very much interested
in continuing into the three-year agreement with the City of Chanhassen.
I believe the City Council will enthusiastically endorse this agreement and
will have no problem with the commitment to a new vehicle for the service. In
fact, given this experience, the Council will probably be interested in other
avenues for cooperation.
Perhaps, we should meet some day soon and discuss our mutual interests and
needs. Our patrol cars meet and our plows cross paths. Some of our residents
are served by your water system; and, our water systems connect in Sweetwater.
We have many mutual concerns and should be able to develop even better ways of
cooperating.
Thanks, again, for your support of the joint Animal Control effort.
I look forward to meeting with you soon.
Very truly yours,
Y OF OOD
1
Jan ugen
Mayor
JH.al -
A Residential Community on Lake Minnetonka's South Shore
I.
gar i Izotyzia/ ."
4901 Manitou Road,Tonka Bay,Minnesota 55331 Tel.474.7994
IMAYOR November 13, 1989
L. H. Haug
I COUNCIL
Ralph Bendjebar City of Chanhassen
Steven Johnson y
Douglas Keller 690 Coulter Drive
II Kent Ottum Chanhassen, MN 55317
ADMINISTRATOR
Kirk McDonald Attn: Mayor Don Chmiel
City Manager Don Ashworth
1 Dear Mayor Chmiel:
In September of 1989 the Chanhassen City Council agreed to allow the
II Chanhassen Public Safety Department to provide animal control, services to
Tonka Bay and several other south Lake Minnetonka communities on a temporary
basis through the remainder of the year. We very much appreciate your
extension of animal control services to our city, as the private company
previously providing these services unexpectedly withdrew from the contract.
The Tonka Bay staff has informed me that this service from Chanhassen has
worked out well and we have been pleased with the quality of service your
II community service officers provided. I also understand that ,because of the
close proximity between and the cooperation among the citiesjinvolved in the
program, that essentially a centralized information bank has 'been developed
II to reunite lost animals with their owners. I think the citizens of all of our
communities benefit from this cooperative approach.
II It has come to my attention that you will soon be considering an agreement
to provide animal control services to neighboring cities on 4 more
permanent, 3 year contractual basis. The City of Tonka Bay would certainly
appreciate your positive consideration of this matter. I think it is very
II encouraging when neighboring cities can join together to resolve a problem
and develop a program that provides a benefit to all jurisdictions involved.
We have appreciated your sharing of animal control services With us over the
II past several months and are hopeful that thin cooperative working relationship
can continue in the future.
•
Sincere .4
1 4
II L. H. Ha _.. ._ - .
Mayor of Tonka Bay
I cc: Tonka Bay City Council ' NOV 15
Administrator McDonald I it.- _,.
Jim Chaffee, Chanhassen Public Safety Director On OF CHANHASSEN
t
CITYOF
CHANIIASSEN
•
690 COULTER DRIVE • P.O. BOX 147• CHANHASSEN,MINNESOTA 55317
(612)937-1900 • FAX (612)937-5739
MEMORANDUM
TO: Jim Chaffee, Public Safety Director
FROM: Scott Harr, Assistant Public Safety Director
DATE: November 6, 1989
SUBJ: Expanding Animal Control Services
This memo is to provide a recommendation that the City of
Chanhassen consider entering into a three year contract to con-
tinue
providing animal control services for the Cities of
Greenwood, Victoria, Tonka Bay, E elsior and Shorewood.
BACKGROUND
4
On September 12, 1989, Chanhass=" Pu•3ic Safety agreed-to provide
20 hours of animal control ser i'ce pe week to the above listed
cities through 1989. This ac r •n was ;, response to an immediate
need of these cities after t private ;_ ompany that was providing
these services unexpectedly :3thdrev f ;). the contract. The City
of Chanhassen was approach because no , only do we have an ani-
mal control program that operational, ?•ut we are in close
proximity to these other i ' ties and we u ' lize the same veteri-
nary
clinic that they under contract - th.
Primarily because sbza great spirit of coo..1 ration among all of
the cities invo• e'. combined-with subs : « - 1 effort by
Chanhassen ComiI ' ` r '§='"`� ' ra a ' = ``'.';owsky, the temporary
program that:wa t a:,; .. �. x .,;k,7 .. T=yI,. :9 .„La •xked
exceptionally . little administrative t me ” been
required by this has been more than compe for by
the fact that the City �r_:t•, = sue sen has , had a CSO
available an additional 20 hours"3•e "'``'' no cost to us
(because when a CSO is scheduled> f•T these animal control duties
outside of Chanhassen, that offi may still respond to calls
within the City of Chanhassen) . y1 a program has also helped our
existing program by expanding contacts with neighboring cities,
•- , ►so that more animals that we have picked up have been reunited
with their owners (we previously had no central information bank
for such a purpose) . Finally, this program has allowed all of
these cities to develop a working relationship that all agree has
been a positive experience.
1
Jim Chaffee
November 6, 1989
Page 2
•
It
The initial request for assistance was to provide animal control
services through 1989 . Because these cities had no alternatives
readily available, they did express initial thoughts of possibly
continuing this arrangement if it worked out on a temporary
basis. While it has worked out very well, I did make it clear
from the start that we would be unable to even consider con-
tinuing the arrangement if it would detract from regularly sche-
duled CSO services to the City of Chanhassen. A primary concern
is that we presently have only one CSO vehicle, and while it has
served our purpose in providing the temporary service, it has put
a strain on vehicle availability within Chanhassen.
ANALYSIS
As the result of ongoing meetings with representatives from these
cities, the consensus is that they all appreciate the animal
control services being provided by Chanhassen, and would like to
see the arrangement continue . We have all sought to identify
mutual needs to be considered if an ongoing program is developed,
and these are reflected in the proposed contract that I have
drafted. Our discussions have resulted in a consensus that a
three year contractual period would be most workable.
K
' As stated, the primary stumbling block is a vehicle. We agreed
that we would not want to continue an arrangement that would have
our one vehicle out of the City for 20 hours per week. There-
fore, if we are to continue providing services to these neigh-
boring communities, the vehicle issue does need to be resolved
(none of these cities have a vehicle available for this use) .
' In consulting with our CSO officers that have been providing ani-
mal control services, as well as speaking with neighboring animal
control officers, we believe that the ideal vehicle for animal
control service is a standard size 4-wheel drive pickup truck
with a topper. The purpose of a pickup truck is to isolate the
animal(s) from the officer, and the purpose of a 4-wheel drive
vehicle is to provide access to the areas, particularly during
inclement weather, that animal control service is likely to lead.
In attempting to limit expenditures as much as possible, our
thinking is that a used 4-wheel drive pickup truck could be
purchased for approximately $10,000.
You and I had initially approached these cities with the position
that we would consider providing animal control services by
charging approximately $11 per hour, but this would not
include the cost of a vehicle. We further took the position that
the five cities requesting animal control services divide the
' cost of a vehicle in proportion to the number of hours of
service. The vehicle was to be marked with Chanhassen Public
Safety markings to remain at our office when not being used for
animal control in the other cities. a
i
I
Jim Chaffee
November 6, 1989
Page 3
While these cities are anxious for us to continue providing ani
mal control services, they are reluctant to buy a vehicle that •
Chanhassen would have beyond the 20 hours per week that it was
being used for animal control. These cities all asked if there
was not some way that a vehicle could be supplied as a part of
the hourly rate.
The recommendation that I would like to propose, which is the con-
sensus
of representatives from the five cities, is as follows:
That the City of Chanhassen purchase a used full size
4-wheel drive pickup truck for $10,000.00. Because the I
vehicle will only be used 20 hours per week for animal
control service in other cities, the City of Chanhassen '
will be responsible for half this amount. The remaining
$5,000.00 will be included within the hourly contractual
figure to be paid by the other cities. The vehicle will
belong to the City of Chanhassen.
The primary reason that this proposal is so appealing is that the
City of Chanhassen has an opportunity to purchase a $10,000.00
vehicle, and affectively pay only half of it. While I understand
that the City Council has expressed a reluctance to purchase
vehicles, the fact is that an additional CSO vehicle is needed.
While we could arguably get by through 1990 with our one present
vehicle, not only will additional demands require the eventual
purchase of another vehicle, but increasing mileage will require
that an additional vehicle be purchased eventually. It Just seems
to make good business sense to take advantage of this I
opportunity.
One other possible alternative would be to proceed with our ori-
ginal
idea of charging these cities an hourly amount, which would
not include a vehicle. In turn, the five cities would share the
expense of purchasing a vehicle. We all agree that this approach
is the very least appealing for several reasons. In addition to
the issue of why these cities should purchase a vehicle for
Chanhassen to use in addition to the 20 hours of animal control
service, actual control of the vehicle becomes an issue. Rather
than sharing ownership, and thus control, we all agree that it
would be better to have our agency own, maintain and control the
use of the vehicle. The representatives from the cities all feel
that while their Councils may be reluctant to authorize this
final alternative, each felt confident that a straight hourly
figure, which would include the cost of a vehicle, would be
received more positively. ,
I
I
•
I' •
Jim Chaffee
November 6, 1989
Page 4
RECOMMENDATION
' In conclusion, the City of Chanhassen has an opportunity to enter
into an arrangement with several benefits. Not only will we be
able to continue working with and assisting these neighboring
communities, but we will also have the availability of a CSO
officer 20 hours per week at no cost to Chanhassen. In addition,
we have an opportunity to purchase a vehicle that would be
available to the City of Chanhassen on a full time basis for half
the cost of our purchasing it alone. Our experience thus far
indicates that little administrative time has been required to
operate this program. Therefore, my recommendation is that the
City of Chanhassen consider entering into a contract with these
cities for a three year period.
1 L
I
1
I
::::::::s::::::::::::::
ANIMAL CONTROL CONTRACT
::::s:::::::::s::::s:s:
This agreement made this day of , 19_ by and betveen the
City of Chanhassen, hereinafter referred to as "CHANHASSEN"; and the City of
Shorevood, hereinafter referred to as "SHOREWOOD", vitnesseth:
In consideration of the covenants and agreements hereinafter set forth, it is
mutually agreed by and betveen the parties hereto as follows:
1. This agreement shall be effective as of January 1, 1990 and shall continue '
in effect until December 31, 1992 unless cancelled pursuant to this
agreement.
2. CHANHASSEN agrees to patrol the public streets of SHOREWOOD in accordance
with a schedule provided by CHANHASSEN, agreed upon by SHOREWOOD. If
necessary, CHANHASSEN agrees to transport animals as it deems appropriate.
CHANHASSEN will attempt to notify South Lake Minnetonka Public Safety
Department prior to impounding any animal.
3. CHANHASSEN agrees to provide personnel and equipment to provide animal '
control services. Said employees shall perform their duties in proper
attire, utilizing a marked Chanhassen Public Safety vehicle. These
employees shall be in uniform or have City of Chanhassen identification. '
4. SHOREWOOD shall authorize CHANHASSEN to apprehend and retain domestic ani-
mals and/or issue citations or earnings for violations of city ordinances.
Wild animals shall only be dealt with if presenting dangers of personal
injury or significant property damage. However, CHANHASSEN shall not
invade private property contrary to the wishes of the owner of said pro-
perty,
nor forcibly take an animal from any person without the approval and
assistance of a peace officer having Jurisdiction in that city.
5. In addition to regularly scheduled hours of patrolling, CHANHASSEN agrees
to respond to "emergency call-outs" from SHOREWOOD. CHANHASSEN will have
an officer scheduled to respond to such call-outs, to be billed to
SHOREWOOD at the rate of time and one-half per hour with a minimum of two
P hours. CHANHASSEN shall respond at the earliest opportunity to such
requests, including bite cases or injured animals, as deemed appropriate by
CHANHASSEN.
An "emergency call-out" is defined as a specific request for animal control '
service during times that an officer is not on duty. If a Chanhassen Ani-
mal Control Officer is on duty, even though not assigned to SHOREWOOD, said
officer will respond, applying the time to the regular schedule (so that
this would not be considered an emergency call-out). If deemed appropriate
by the Chanhassen officer on call, a situation may be dealt vith over the
phone, in which case no fee will be charged.
6. CHANHASSEN agrees to coordinate services with the Chanhassen Veterinary Cli-
nic, 440 West 79th Street, Chanhassen, MN 55317, as long as this arrange-
sent is agreeable with the Chanhassen Veterinary Clinic.
1
II - Animal Control Contract
Page 2
7. CHANHASSEN shall furnish monthly reports to each city reflecting the
' charges for such veterinary fees as yell as patrol and emergency call-out
fees, which each city agrees to pay CHANHASSEN within 30 days of being
billed.
S. When an animal is impounded by CHANHASSEN pursuant to this animal control
contract, said animal shall be held in accordance with Minnesota Statute
35.71. This statute includes, among other things, that impounded animals
vill be held for at least five "regular business days" (as defined by
Mn.Stat. 35.71, Subd. 3). In the event that any impounded animals are
unclaimed after a maximum of 7 days (5 "regular business days", and
' possibly 2 partial days), the animal becomes the sole responsibility of the
Chanhassen Veterinary Clinic to be placed or disposed of at their discre-
tion.
' 9. CHANHASSEN shall maintain reports on Chanhassen forms, or utilize specific
forms as requested by each city. A monthly report of activity shall be
provided to SHOREWOOD.
10. CHANHASSEN shall assume liability for damages resulting from negligence
while providing animal control services.
11. SHOREWOOD agrees to pay CHANHASSEN for services in the performance of this
contract, pursuant to Paragraph 15 of this contract, as follow:
IA) Price per hour - per vehicle for scheduled patrol
based on actual time in service for the CITIES $22.00
B) Price per emergency call-out 2 hour minimum at time
and one-half per hourly rate.
' C) Impound, boarding, euthanasia, disposal and any other veterinary fee,
as charged by the veterinary clinic.
D) It is agreed that if the designated boarding facility or euthanasia/
' disposal service is unavailable, SHOREWOOD shall authorize CHANHASSEN
to obtain these services elsevhere, and SHOREWOOD shall pay
CHANHASSEN the rates of the alternative facility.
' 12. SHOREWOOD shall pay any veterinary bill incurred for unclaimed animals
impounded from SHOREWOOD. Owners claiming their animals shall be
' charged the veterinary bill in its entirety, including impound fees.
13. All payments shall be made by SHOREWOOD upon receipt of monthly statements
from CHANHASSEN within 30 days.
14. Because this is a joint effort involving the cities of SHOREWOOD, VICTORIA,
EXCELSIOR, TONKA BAY AND GREENWOOD, it is agreed upon that any modifica-
' tions to, or vithdravals from this contract shall require the written
authority of each party. In the event that one or more parties seek such
change, including withdrawing from the contract, said party (or parties)
shall remain obligated to pay for their agreed upon number of contract
hours unless otherwise agreed to by all parties pursuant to this Paragraph
for the remainder of the year.
I
1
Animal Control Contract
Page 3
15. SHOREWOOD further agrees that the fees reflected in this contract are in
effect only for the calendar year 1990, vith the remaining two years to
have fees agreed upon by all parties to this contract within 30 days of
that upcoming year. If all parties are unable to agree to a fee schedule
for that particular year, it is agreed that the contract vill then end at
the conclusion of the year that is currently in effect.
16. This agreement shall bind the cities of CHANHASSEN, SHOREWOOD, VICTORIA,
EXCELSIOR, TONKA BAY and GREENWOOD upon each party signing a copy of this
animal control contract, however, all parties need not sign the same docu-
sent.
17. Under no circumstances shall CHANHASSEN be obligated to respond to any
request for assistance or to patrol vhen, in the sole discretion of
the Chanhassen Public Safety Director or his duly authorized agent, any one
of the following conditions exist: (1) vhen necessary men and/or equipment
are engaged elsewhere, (2) vhen road or weather conditions constitute a
hazard, (3) vhen providing assistance would expose any person to unreaso-
nable risks.
18. The time and manner in which service is rendered, the standard of perfor-
mance and the control of personnel employed to render such service shall be
determined by CHANHASSEN. CHANHASSEN reserves the right to alter sche-
duling duling should conflicts arise (i.e. CSO schooling, illness, vacation, etc.) .
19. CHANHASSEN agrees to patrol the public streets of SHOREWOOD and respond to
animal control calls during regular patrol hours pursuant to this agreesent
in SHOREWOOD 10 (ten) hours per week.
CITY OF CHANHASSEN '
BY:
Donald J. Chmiel, Mayor
AND
Don Ashvorth, City Manager '
CITY OF SHOREWOOD '
BY:
Mayor
AND
Clerk
I
Public Safety Commission Meeting
' November 9, 1989 - Page 9
Wing: Did that answer your question?
' Klick: Yes .
Wing: Was there any point to that Barb? I don' t word that facetiously. Do
you have any input?
' Klick: My question is always safety
of the fire fighters for one. I think
everyone going Code 3, I mean when it's not necessary, it's a concern and
also it's costly to the City and so I was just interested in where that was
headed and I know you had given me some of your rescue protocols in the
past.
Wing: We are paying everybody and I 've sort of taken a stand on that
because I feel we all go through this training. We're all getting woke up
' at 4:00 in the morning and we're all entitled to the pay because at the end
of the year I don't know if it adds up to enough to say well only x people
can show up. Plus on a volunteer department, you can't count on the split
crew which we operate. We operate a split crew by the way. We have broken
into two separate units where on every other day, or actually we're doing
weekly now, we have a crew assigned that has to show up and is responsible.
The other ones can come in for pay if they choose to but we do have two
' separate units that are broken up. Now first of all to move the calls
around a little bit more to make sure that everybody is getting in on the
activity. Also to give the other people the option to sleep in if they
choose to. AT 2:00, 3:00, 4:00, 5:00 in the morning when it's a local
ribdical call. That doesn't pertain to fires.
Wenzlaff: Anything else on fire?
Bernhjelm: I just want to offer a motion of commendation to the fire
department. To all of the groups that were involved in the Fire Prevention
' Week efforts. The Open House and the school presentations. It looks like
a lot of participation and a lot of effort went into it in terms of the
fire fighters themselves. Several wives I see were listed on the duty
roster for the school presentations. i think we have, we don't pay these
guys enough to do what they do and when they come in and donate their time
like this, I think they deserve our thanks and I would hope that perhaps a
motion could be introduced at the next City Council meeting in accordance
' with that.
' Bernhjelm moved, Klick seconded that the Public Safety Commission recommend
that the City Council, at their next meeting, make a commendation to the
Fire Department for their efforts during Fire Prevention Week. All voted
in favor and the motion carried.
I
CHANHASSEN PUBLIC SAFETY:
Harr: As I think you're aware Wayne and for everyone, Jim has a class at
Hamlin on Thursday nights so I think the mid-quarter was last week so
hopefully he' ll be back soon and I know he' ll be in later if we„_go that
9
Public Safety Commission Meeting
November 9, 1989 - Page 10
I
late. We have a number of things here to discuss that Jim didn' t
specifically itemize here but one of the issues, Barb that you had brought II
up was the issue of City Ordinance training for new deputies. I've talked
with Jim Castleberry and that will be included in the future to take some
time going over specific issues and Jim came up with an excellent idea. II Going from my suggestion that the Field Training officer and the recruit
come up and spend some time with Jim and/or myself. He said how about a
day or so. I thought that was a real good idea so we'll be pursuing that.
Is that alright? Secondly, I'd like to just go down to the sight line 11 issue listed as unfinished business there if I may when there's my letter
in response to the issue last month. The only response other than, well
Julie Boden, Deputy Boden gave the one specific response and the fire
department and utility department both expressed concerns regarding' higher II
vehicles. To remember it from that perspective as you had mentioned Wayne
- so I've submitted by letter . I think that's what he was asking for eased ' '
on my contacting the various groups that are listed in that letter. The"
only other issue that I 'd like to discuss at this time is animal control
and extending the contract and we talked about that last week to put on
tonight's agenda and Wayne, if this would be an appropriate place, I'll
comment on the meetings we've had with the 5 cities we've been providing
animal control.
Wenzlaff: I have no objection unless someone else. Let's go ahead.
Harr: Alright. Just a little background. On September 12th we started
providing 20 hours a week of animal control services for the 5 neighboring
cities because Midwest unexpectantly pulled out and they were in a crisis
situation. It's really worked out exceptionally well. The temporary
contract just goes through the end of this year and all 5 cities are II requesting strongly, if not pleading that we consider continuing on with
it. It's really been a spectacular opportunity to meet with the City
Managers of these 5 cities. It's given us a chance to get to know each
other and really has been I think a neat experience for everybody. I told II
Jim and the group that I would not even consider it if it meant detracting
from service in Chanhassen either by pulling our people away from what we
anticipate scheduling them for or by taking a vehicle away to limit '
service. Now the one vehicle has been out of town sometimes when we would
have liked it here but on the temporary basis, that was alright so that's
the basis that I said I would entertain any possibilities with. As far as
adminstrating such an effort, I think is little compared to what additional
service Chanhassen gets in that those 20 hours per week we have someone
that's available for call outs in Chanhassen at no charge to us. It's
really not taking significant adminstrative time. It's kept Bob on full
time and as I said, when they're working in the other cities, they'll
respond to our calls and they're coming and going and so we really get 20
hours of availability for free in that sense. The major stumbling block
has been the issue of a vehicle. I just don't see that we could even
entertain the idea with our one truck because I just can't have it out of
the city that much because that's the vehicle that we would use to respond II
to an emergency calls or a Chanhassen resident. We've met weekly with the
city administrators to try to come up with an idea and it's been difficult
because it's not a business proposal per se. We've really been trying to
work with these people rather than saying, okay we're running abusiness
11
10 i
IPublic Safety Cormiission Meeting
November 9, 1989 - Page 11
here so we've tried to look at everybody's needs including ours. We've
I examined many possibilities and the most appealing is to have Chanhassen
purchase a used 4 wheel drive pick-up truck that would have a topper on it.
The other cities would pay through the hourly rate over a 3 year period
II half of that vehicle. Chanhassen would pay for the vehicle up front.
Would be responsible for half the cost and it would be ours and at the end
of the 3 years, half would be paid off again through the hourly fee. We
II toyed with ideas of saying our Council is not interested in purchasing
vehicles so if you want this, the 5 of you will have to purchase the
vehicle outright in proportion shares. Well that just unwieldy. We talked
about having South Lake Minnetonka P.D. own the vehicle. All these other
I cities buy part of it. We'd mark it. It's just unwieldy. We talked about
new vehicles. We've talked about cheaper vehicles. The other cities
basically said we'll pay almost anything per hour if you'll provide this
service and the vehicle. What we decided was that we could purchase a used
,' 4 wheel drive truck and Bob and Deb and the other cities we've talked to
thought that a pick-up truck is best because it isolates the animal. 4
wheel drive because it gets them in and out of the areas that they're going
Ito. Particularly in bad weather and we thought that for $10,000.00 we
would be able to purchase a vehicle that would be good for this purpose.
The difficult part is that Chanhassen would have to purchase or under the
I suggested route, Chan would buy the vehicle for $10,000.00 and pay it off,
half of it, through the contract. I think it's a great idea because we'd
get a $10,000.00 truck with our markings, etc. for $5,000.40. We would
have people, 20 hours of free service or availability like we do for
I minimal adminstrative time and that's the suggestion that we would like to
entertain at the first Council meeting in December . Deb and Bob feel that
it's workable. The City's really let us draft a proposed contract with
II anything we wanted in it. We're looking at a $22.00 an hour fee and we're
looking at 3 years just because that way it lasts long enough so we don't
have to be scurrying, re-examining it. I don't see that it detracts from
Chanhassen service at all . In fact I think it'd be beneficial .
I Klick: Scott, is it at. . .
IIHarr: Yeah, $17.00 right now. So just open that up for discussion.
Boyt: Why is it $5.00 an hour more?
IIHarr: To pay for the vehicle.
Boyt: So we're not figuring our current vehicle costs in the contract?
I Harr: Not to be purchasing the vehicle, no. Just covering what we
estimated fuel costs to be for just the 4 months Bill. g
IIBoyt: So we've been subsidizing them for $5.00 a hour?
II Harr : No. The additional money is to help pay for the $5,000.00 share of
the vehicle. We disagree. Okay. Subsidizing.
II Wenzlaff: Do we know what it costs us to provide that service? If we're
charging them $17.00 a hour now. Do we know what our costs are? . ..
II
Public Safety Commission Meeting I
November 9, 198
- Page 12
Harr: With that $17.00 an hour, I think we came out making , coming out II
several hundred dollars ahead was all.
Wenzlaff: But we're covering the CSO's time and the operating costs of till
vehicle?
Harr: Correct.
Wenzlaff: But no depreciation? '
Harr: For just those 4 months, correct.
Wenzlaff: But if I understand you correctly then the issue could very wel
be that they pay $24.00 or $25.00 an hour, something reasonable if it
turned out that that's what was necessary to cover the contract but not
have us make an undue profit off of them?
Harr: Our figures come to $22.00 an hour . i
Wenzlaff: And that would cover both the additional cost of purchasing a
vehicle and I'm sure Bill 's concerned about not covering the depreciation.
That's all fine and dandy presuming you're going to abandon this thing at
certain time but if you have to replace it, you've got to building for tha
replacement time.
Harr: Well at the end of those 3 years, well we'd own that vehicle. The II
day we enter into this contract it'd be a matter of paying off that
$5,000.00. We're just looking at the 3 year period at this point and
again, we picked the 3 years just because that's what joint powers
agreements generally go.
Wenzlaff: Is that 20 hours per week for all the 5 cities combined? ,
Harr: They each, well Victoria for instance has 2 hours.
Wenzlaff: But I 'm saying it's a 20 hour total?
Harr: Well yes. I'm sorry, yes. That's right.
Wenzlaff: Counting that over 52 weeks, that's $1,040.00 a year times 3
years doesn't come up with $5,000.00 unless my math is wrong here.
Harr: I wish I had our total figures.
Boyt: Well they're saying $5.00 an hour. They increased the fee by $5.0011
a hour which will generate $5,000.00 and plus.
Wenzlaff: A year? Got it. Thank you. I guess my concern was also buyin
a used vehicle. I don' t know what our experience is in the longevity of
those vehicles but 3 years for a vehicle seems to me to be, I don't expect
we'd have anything left over at the end of 3 years would be my opinion.
I'd question whether it was serviceable as a city vehicle. I
12 '
Public Safety Commission Meeting
November 9, 1989 - Page 13
Harr : I think with the type of use this one would be getting, that it
would work out. It wouldn' t be having any heavy duty use. Any of the high
output runs. It's not a proposal that we' re pushing strongly. It's one
that the neighboring cities would like to see and we can see some benefits
from but it's not one that we' re pushing and that's why I wanted to talk
about it tonight.
' Rlick: So the bottom line, when you said we're several hundred dollars
ahead, are you looking at units? Hours per expenses? Time that we're
actually out making the calls versus the time we're in here? How did you
factor that?
Harr: Ask that uestion
q again. I'm not sure what you're specifically.
' Rlick: Right now we're 20 hours a month that we charge them correct
whether they get the service or not? Is that correct?
Harr: Correct.
Klick: And have we looked at, I'm asking you numbers here, the actual time
' that we're out servicing those people?
Harr: Well yes.
K
Rlick: And that's where you came up with your several hundred dollars, is
that correct?
Harr: Correct.
Klick: Okay. And my second question is, the additional 20 hours that we
' would get if we purchased this vehicle, like we're doing now, we have the
one CSO vehicle correct?
Harr: Yes.
Klick: Is this another 20 hours of time that we would have a vehicle
visible with our markings driving around the town? That would be
additional too?
Harr: Yes.
Rlick: We would have if we stopped?
Harr: Yes.
IWenzlaff: I don' t know what City Council feeling would be toward coming up
with the $5,000.00. I'm certainly in favor of, it sounds like a good deal
to provide the animal control . I agree with you. I don't see it as,
certainly there's some opportunity for problems but I think they would be
minor and I would agree that the adminstration would appear to be pretty
negliable. The concern that I could see would be the outlay for the
vehicle up front and I 'm sure City Council is concerned about tbat,w
1 13
Public Safety Commission Meeting 11
November 9, 1989 - Page 14
JIL Harr: And I've told these 5 other cities that the current Council is very II
conservative, particularly regarding the vehicle issue. That we just
didn't feel that these other rather unusual ways of everybody buying a bit
of a vehicle and putting it under South Lake's title was appropriate. This'
would be an opportunity but again I'm not going to continue on with a way
that will take time or service away from Chan but I just think any other
way of doing this without us owning the vehicle just presents too many
problems. We've got to keep it as easy as we can. We are going to need II
another CSO vehicle in the near future. This is an alternative, a rather
creative one to having one on hand.
Klick: Had we thought about at all in terms of donations? I know Mr.
Redmond had given some cars in the past or even some of the local community
groups? I mean if money is that tight, is that something the City is open "
towards for vehicles?
Harr : . We had talked about that at a meeting with the Sheriff not too long
ago and I 'm not sure exactly where Jim had left that but at that time we
just were relunctant to go asking again. We left it with them that we wer
interested in a donation but we haven't gone asking for a specific vehicle
for this purpose, no. I
Wenzlaff : I guess what I 'm hearing from the entire group ie that the issue
appears to be only one of money. Does anybody object to the premise of
Chanhassen continuing to provide the animal control service?
�EKlick: No. I don't want to lose money but the thing that's important to
me if we can, all things equal , the 20 additional hours of visibility and II
the police officers here are expert at that but I think isn't that part of
the preventative thing? The visibility and driving around and all that so
I'm looking at it as 20 hours per week. That's a lot of hours per year
that we have someone else in uniform around here, which is important to me.'
If we could get that, that's a good bargain.
Harr: Yes, I think so. '
Wenzlaff: And I think more importantly it's the City Council who's going
to decide the dollar issue. If I may be so bold, I think it's probably
more our place to agree with the premise for providing it and all the
positives and acknowledge that the financial issues need to be resolved and
they're not going to be resolved by this group. ,
Harr: The community section of the Star and Trib did an article on it and
it's one of the few times that I've been totally misquoted on several
issues with us. I think they were looking for some sensationalism with thel
Midwest issue but they just couldn' t dig it up so they went with what they
had. One thing that they said and a bit of misquoting of me was, well we
didn't go looking for this and we don't particularly want to continue it. I
Well, that's right. We didn't go looking for it and we don't want to
continue it if it's going to affect us at all but we see some of the
positives that can come out of it and that's what we're looking at. '
14 1
I Public Safety Commission Meeting
November 9, 1989 Page 15
Jim Castleberry: Just a couple thoughts and I'm not trying to play devil 's
advocate here but Chanhassen was involved in a tri-city agreement at one
time. . .CSO for Chaska is one issue. Scott that I think you want to look at
because I 'd encourage you to come up with the money to buy a new vehicle.
' I think in 3 years a used vehicle, our experience at the Sheriff's office
and I think even when we were working with Eden Prairie or Chaska, we were
going through a vehicle every 2 years and we were buying some pretty
expensive vehicles. I think the other thing that you need to look at, as
the city of Chanhassen grows, as does the rest of the corridor here, 20
hours isn't going to be sufficient service and they're going to want. . .
finally want to expand that and you need to be prepared for that.
Harr: Good points.
' Bernhjelm: What's the arrangement Scott in terms of calls? If there's a
dog call in Victoria, then our CSO's take care of it whatever time of the
day it comes in? Assuming like 16 hours a day or whatever.
Harr: Right. If it was during a time, at least the way it is right now
and the way that I would recommend that we pursue it is if Deb and Bob were
here and there was a call in Victoria, they'd take care of it and apply it
to their 2 hours a week. The way we've been pursuing it on off duty times
is time and a half, 2 hour minimums and actually the majority of these
calls have been able to be dealt with over the phone. Those call outs have
' been held to a minimum. The officers have really been handling most of
those. really •
' Bernhjelm: What about, how do you manage, let's say there are no dog calls
in Victoria in a particular week, do they then for the next week patrol for
2 hours to make up for that or how does that work?
' Harm: They' ll just get, we' ll apply that and keep track of that and if
it's overtime, then it's billed out accordingly but if there aren't any
call outs, then they'll just get their regular 2 hours and it melts
together to a certain degree but we've keeping records and so far it's just
been working out very smoothly.
Bernhjelm: Are there any adminstrative costs figured into the hourly rate
in terms of computer time or secretarial time you need?
Harr: There hasn' t been no, but that's something we may want to look at as
well. It's really not been much at all but I 'd have to check with Jean on
that.
' Jim Castleberry: Just one other thing, and this just came up Tuesday at
the County Board meeting with the Veterinarian for Chanhassen. I can't
remember her name.
Harr: Jody Arndt?
Jim Castleberry: Jody Arndt approached the County Board about establishing
a Carver County Humane Society. Are you aware that they're tr ing-rto get
•
' 15
Public Safety Commission Meeting t
November 9, 1989 - Page 16
one in Scott and Carver County. At least one of the things she proposed in
her presentation to the County Board, because they're looking for County I
Board funding, is not only housing the animals but also going out and
picking them up in terms of injured animals and strays which is not animal
control per se in terms of. . .may be part of a solution to a problem hire.
Harr: I know that Jody's real good because she's very concerned and does ,
everything she can to prevent the euthanizing of animals and it's a very
nice relationship too because as I 've mentioned before, she's the vet that II
all the cities had contracted with so I don' t mean to sound too ambivalent
but we can see some good things out of it. We can anticipate some of the
difficulties that you've said as well. I think it's workable. I don' t
think it would detract from what we're doing and I don't think it would
over the 3 year period but it certainly isn' t a business that we went out
- soliciting either.
Bernhjelm: Would the figure be set for the 3 years?
Harr: No. '
Bernhjelm: And hours are set?
Harr : To be reviewed and agreed upon each of the 3 years with a contract '
ending if all parties didn' t agree. So there's some, I 've written in
escape clauses to it so if it didn' t work out, we could terminate.
Wenzlaff: If I could summarize then, I basically hear 3 things that I
didn' t hear any objections to the concept of Chan continuing to provide
that service. I heard 2 recommendations. That you look at a new vehicle
versus a used vehicle and I'd like to add my voice to Jim's. I think
that's a real concern. Number 3, that this body isn't prepared to deal
with the financial issues but that we certainly want to see this being a, '
well not a strongly profitable venture. A not profit free venture. I
don't see this costing the City of Chan money other than if we elect to
invest in a vehicle which we see direct benefits from. Would anybody care
to correct or add to that? 1
Klick: I just would like us not to overlook the possibility of a donation.
I don't know, maybe Bill you can speak for City Council. I mean, is the
City open to I mean even hitting up the Lion's Clubs and things like that. '
Is it something that can be done?
Boyt: I wouldn' t venture a guess. I
Klick: Okay. Maybe someone can ask Mr. Knutson.
Boyt: Sure. 1
Klick: I mean if that's the barrier and there is no funds for something
like that, I 'd just be interested if it's there why not.
Boyt: Sure. The City could accept it. I mean we could legally accept
it. As to whether we would or not, I don't know. I would liken . add '
16 I
Public Safety Commission Meeting
• November 9, 1989 - Page 17
though, I kind of hear a subdued nature about this and I really think this
is an excellent idea. It allows us to have somebody who has expertise in
animal control . That' s pretty amazing when you think about a community of
10,000 people. It gives us somebody who's centralized and has
responsibility for it. I can remember when my dog got locked up a couple
' years ago and it took me 4 days to find the dog and it was at the vet but
the County didn' t know it. I think that offers a really tremendous
opportunity for Chanhassen to say to surrounding communities to the north
of us, we can do this to everybody's benefit. The only down side I see is
you've got to find the money in your budget and I don't know how you're
going to do that because you came in with all these priorities of things
you wanted and I can, for my part, and I think something for the Council to
' think about is I could see the Council saying, we' ll find somewhere the
money for the half that the northern suburbs are going to be picking up but
the half that Public Safety is going to be acquiring, I think has to come
' out of the Public Safety budget which means you're going to have to give up
something that you thought was important.
' Harr: We went with Don Ashworth yesterday to review the status of 90's
budget and he thought it looked workable but on the same premise so we' ll
continue to hammer this out with the other cities but at this point I just
wanted some input from the Commission which I appreciate.
Wenzlaff: Do you feel like you got?
Harr : Yeah, some good ideas. Thank you. That's all I have on Public
safety specifically Wayne.
UNFINISHED BUSINESS: SIGHT LINES WEST 78TH STREET.
Wenzlaff: Okay. I guess I'm not certain. Did we cover the sight line
issue in Unfinished Business?
Harr : I didn' t think there was anything more to it. Everyone was
contacted and given an opportunity to get that done with.
Hoyt: Wayne, I think the question is also addressed to the Public Safety
Commission. It seems like we're interested in getting as much input as we
can so I 'd like to think if Public Safety Commission members have some
input, that you get it in the Minutes.
Wenzlaff: As far the sight lines? I guess I feel like I made my
recommendation last meeting which was to make sure they get into the fire
truck and go around town because I drive a Suburban which is a taller
' vehicle than a small car and it's amazing, that's probably only a couple of
feet difference but it's amazing the difference in perspective you get.
And if we have a landscape architect who drives, pick your brand, Honda or
something that's a relatively smaller vehicle and has never been inside the
' fire truck to sit in it, I think it would be very difficult to imagine how
much that changes your perspective and that was my input.
Bernhjelm: Has he come back with his proposal yet Scott, do you know?
' 17
CITYOF
1
CHANHASSEN
690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317
(612) 937-1900 • FAX(612) 937-5739
1 MEMORANDUM
DATE: January 2, 1990
TO: Jim Chaffee, Public Safety Director
FROM: Finance Department
1 SUBJECT: Animal Control/CSO Costs
1 Our memorandum of January 2, 1990, responds to your specific
salary/related costs associated with our CSO program. Noted
in that memorandum is the fact that such does not include
1 overhead.
It is our belief that the cost factors you are attempting ,to
get to could better be calculated by using standards within
the consultive arena. Specifically, we have researched stan-
dards used by various engineering/planning/attorney service
groups. Two methods appear to be used by these groups:
1 1 . Direct Salary Multiplier: The industry appears
to be charging a low of 2.5 to a high of 3. 1 . The
average paid by Chanhassen appears to be 2.8. This
multiplier is applied solely to the base pay which
for our example, is $20,800.
2. Salary Cost Multiplier: This system is employed by
the State of Minnesota for consultive groups. It
war, established after "various audits of consultive
1 service costs." The system uses a multiplier of 2.0
against the direct labor plus indirect costs. In
our example, this would be the $20,800 -figure plus
' the compensated absences, retirement, workers comp. ,
etc . PERA contributions are an anomaly of cities and
therefore not included. In our example, the total
would then be $29,553. k ,
1 For comparative purposes, the first method would produce a
total annual cost basis of $58,240. The second method would
' produce a total annual cost basis of $59, 106. Take your pick .
cc : Don Ashworth, City Manager
1
I
1
CITYOF 4 CHANHASSEN
. .
1 .. ,:.. . . .
. , ,, . .
.,. . .
•:. �'�, 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317
I (612) 937-1900 • FAX (612) 937-5739
MEMORANDUM
I
DATE: January 2, 1990
TO: Jim Chaffee, Public 9 ' 'Safety Dirree�ctor
FROM: Finance Department `�
ISUBJECT: Animal Control/CSO Costs
I In response to your request for salary and related costs asso-
ciated with CSO' s, we submit the following detail . In addi-
tion to the detailed breakdown we show, one would have to
consider administrative overhead for such things as preparing
I and maintaining the billing to the cities, preparing pay
checks and maintaining personnel records, etc . Additionally,
we have not taken into account uniform costs, or the intrknsic
Icosts of miscellaneous office supplies and materials.
We have no specific data to either support or contradict your f
computation for vehicle usage of $.25 per mile but should
I point out that it would be well to consider a depreciation
factor.
I Although the specific legality of our providing service to
other cities is not in question, it would be well advised to
contact our insurance carrier concerning any potential liabi-
Ility and whether or not our current policies would cover such.
The following detail breakdown is based On your $10.00 per
hour rate assuming use of a full-time .salaried CSO. We have
Iannualized the computations for simplicity. °`°
Base Pay $10.00 per hour x 2080 -J= $20,800.00
I Compensated Absences (33 days per -year
@$80.00 per day) s = $ 2,640.00
Retirement - FICA 7.657 F; / = $ 1 ,591 .20
- PERA 4.487. v '- _ $ 931 .84
Worker' s Compensation $6. 16 per $100 = $ 1 ,281 .28
Insurance - Life - $3.40 per month = $ 40.80
Health - $251 .23 per month = $ 3,014.76
I LTD - $15.36 per month = $ 184.32
Total $30,484.20
I $30,484.20/2080 = $14.66 per hour.
cc : City Manager
I