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9. Consider CSO support vehicle 4 z 9 CITYOF I d , CHANHASSEN _ , 1 ., , , Ar 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317 (612) 937-1900• FAX (612) 937-5739 1 IMEMORANDUM TO: Mayor and City Council IFROM: Don Ashworth, City Manager DATE: June 11, 1990 ISUBJ: Consider Purchase of a CSO Support Vehicle IThis item was tabled from the last agenda. The Council asked that staff look at means by which costs could be lowered. I Given the miles proposed to be driven under the new animal control contract, the City should be looking to a new vehicle to provide this function. Our existing vehicle has approximately 70,000 miles I and should be considered as a back-up vehicle when the primary vehicle is out of service/out of the City. [Note: The week following Council action, engine failure occurred which was I suspected to have caused major valve damage. Staff scrambled to find a lease vehicle and placed a priority on diagnosing the extent of the problem. The repairs ended up being minor, but such did reinforce the importance of having a secondary vehicle. ] IIn accordance with Council direction, staff has advertised for bids on the basis of: I1) "As is": This option allows bidders to bid a vehicle off of their lot without concern for meeting specifications regarding I color, engine size, weight, etc. [A condition for 4-wheel drive was included] ; and 2) "New or used" (under 10,000 miles) . IThe two optional bidding techniques which have been allowed were done to produce cost savings. . .1 would anticipate that savings I could range from $1,0 0 0 to $3,000 for a vehicle which had been used as a "dealer" vehicle. Bids are to be submitted between 12:00 noon and 2:00 p.m. on Monday. Accordingly, we will not know until Monday evening what bids have been received. IAlthough the process proposed does have a potential for cost savings and will probably produce a bid from a good local I I I Mayor and City Council June 11, 1990 Page 2 ' dealership, there are a number of down sides which generally have forced cities into not using this type of process - another state, ' a turned back odometer, an older vehicle with low mileage, etc. Using standard specifications which have been developed over a number of years alleviates these types of problems. Hopefully we will be lucky. Bids as received will be presented Monday evening. Any award should be based on staff verifying that the bid submitted is ' acceptable. —ban cLatmhs,,, ,,I,_ IL I I r I r `'PC , a- ■ r- ti - i i. Approval of Accounts. - _ _ . 4 - j. City Council Minutes dated April 23, 1990 Planning Commission Minutes dated April 18, 1990 - Planning Commission Minutes dated May 2, 1990 _ - Park and Recreation Commission Minutes dated April 24, 1990 II Public Safety Commission Minutes dated April 12, 1990 4A11 voted in favor and the motion carried. - _ 1(l) APPROVE AMENDMENT TO 1990 II e!lD6ET TO PURCHASE A NEW C50 VEHICLE. . * Councilman Workman: I wasn't a part of the majority on this item to approve II this. I wasn't interested in providing animal control services for all of our neighbors and so I'm not in favor of buying a new vehicle to do it. Councilman Johnson: I move approval. II. Councilwoman Dimler: Don't you think we should discuss it a little? Mayor Cheiel: Yeah. There should be some discuss ion. II Councilman Johnson: We've got a commitment to our neighbors. We've already II committed...approved it. Ye've told our neighbors to do this. We've entered into contract agreements to do this and I think it's good that Tom continues to 1 let his opinion be known but we have to approve that. So I move approval. IN That's ay discussion. Mayor Chmiel: Don, maybe you'd just like to clarify what this is about so the II public is aware? Don Ashworth: The budget as it was established in working out a cost system back with the neighboring communities, included a cost figure of $10,000.00 for II a vehicle which at that point In time Public Safety was looking to a used - - vehicle. That has really concerned me because with the number of miles we put on and recognizing that the newer the vehicle we can get the better gas mileage, II etc. you're going to get with that type of vehicle. The other part was that in that contract we have outlined a cost of $.25 per mile back against each of those communities. Typically the $.25 per mile includes, a portion of that $.25 in fact is depreciation or replacement of a vehicle. So in fact we really have II an additional, I can't remember what it was at, $3,200.00 per year so almost $9,000.00 built into the budget in addition to the $10,000.00 for a vehicle. If we would be looking to a pick-up type vehicle very similar to the existing one. II One that we could put a camper top over the back end and have that serve for the contract system, we're estimating that that would be about $1S,000.00- $16,000.00.. Again, in comparison to looking for a used vehicle, hoping that it II mould meet the specs and everything that we would hope for, it,Just seees that as long as we have the money why not go for the new vehicle. Mayor Chaiel: Oo you know what the existing mileage. I think that was one of , the things I had requested before? _Indicating as to total miles on the vehicle that you're proposing to making replacement on. Do we know what that is? 2 r II II jaz; tii Y WUHUis Me1115 MAY 14,L77U I.-tit IC ' Don Ashworth: I do recall that you asked for that information and 2 do not have ' it for you. Do you know Todd?. Shat, are you going to run and look? I - Councilwoman Dialer: Don, while you're looking can 1 ask, what is the length of this contract with our neighboring communities? -Now saany years? - ' Don Ashworth: It's a 3 year contract but we put in there a provision that Basically .would allow the City to get out of it before that length of tithe. I .Councilwoman Dialer: -Okay. 3o we're saying here for 3 years we're going to buy a vehicle for approximately 316,000.00. floe decide not to contract after that 3 year period or pull the contract before that time, what could that vehicle be IIlased for? Councilman Johnson: It's still the CSO vehicle. II _Councilwoman Disler: Well you're using it for animal control and is it going to have a problem with odors or? I - Mayor Chsiel: They utilize the same existing truck presently for their normal CSO duties as well as with the... IICouncilman Johnson: Animal control is a big portion that they have now. Councilwoman Dialer: So they don't have a special thing to put the animals in? IChsiel: No. It's existing. Councilman Johnson: Aren't there cages in the back of that thing? I've never Ilooked in the back. Don Ashworth: They have cages. I don't know if they keep them in there all the I • time. I would suspect that they do. Todd Gerhardt: 67,000. - ' Councilman Johnson: Now long have we had that? 2 to 3 years? Don Ashworth: I'd say 3 to A. ICuncilaan Johnson: It wasn't before I came on Council because it's been since . I was on Council. . . I - Todd Gerhardt: I think around February of 1187? - Von Ashworth: That's a such lighter pick-up than you use with associated with I public works. Any of those type of functions. It really is more of a road type of a vehicle. II - Councilwoman.Dialer: Okay, I have one other question. 31as the vehicle I - specifically included in the contract as part of the deal? 3 II — Mayor Chaiel: I think at that specific time, if I remember, it was discussed . _ but I don't know if it was part of the contract. : Don Ashworth: If we did not furnish another vehicle and somehow simply used any • ::1 I other vehicles available, I's sure we'd still be in compliance with the • contract. I mean what we're saying is we're estimating the, we put dollars in there to insure that we would properly be reimbursing ourself. lbwever we were II to be able to accomplish that. If you had to use a street sweeper. I's being facetious but I Bean that would sect the intent ofithe, contract. Councilwoman Dialer: Okay. - II. Councilman Johnson: But in our discussions with them did we not indicate that II we planned on buying a new vehicle? That is why our cost is as high as our cost was for that? - ton Ashworth: Yes. - - II Mayor Chaiel: Okay, any other discussion? Councilman Johnson: Now can I move approval? II Mayor Chaiel: You're anxious to move it .Jay. I Don Ashworth: I'd also like to mention that when we did meet, we had looked at again that Fire Chief vehicle and we were looking at that point in time were looking at a cost factor of about $23,000.00 to $24,000.00. Ye were able to '] purchase a used piece at that point. In fact the Council authorized $14,500.00 and the following day we were able to negotiate that down to $13,500.00 so again, I think the staff has continued to show that we're trying to save II dollars. 1 think in this particular instance you're going to get a better bang for your buck buying a newer vehicle that will meet the specs of what we're looking for than a used vehicle. Mayor Chaiel: We're not going to find another one like we I found for the Fire Don Ashworth: We could look and if we found that, we would surely come back to II • you with it. Councilman Johnson: This doesn't preclude that. II Don Ashworth: This doesn't preclude it. Councilwoman Dialer: In other words you'll spend less than $li I can? .000.00 if you - Moe Ashworth: That's correct. Councilman Workman: Well my reason for bringing this up isn't to drag this out all night. My purpose isn't the vehicle. A new vehicle or a used vehicle. My purpose is... . -: 4 1 II iii- . . _ Councilman 3ohnson: Be shouldn't be in-the business at all. - • :: , Councilman Workman: We shouldn't be in the business of catching neighboring I city's dogs. They're in the business of inspections and fire and providing their own police and everything else but all of a sudden you get down to this - one thing and they want is to do it and it's the dirtiest of them all. And we're doing it for them. You know ay torments so it doesn't have anything to do I with the vehicle. I think we're working towards the City Council sembers all getting their own vehicles. Mine will be a BMW so it has nothing to do with the -vehicle per se as it does with,the principle of a private business that perhaps II these cities should be obtaining their services and sot from es because it just 'leans further growth and somehow down the road a further cost to us somehow. and that's what. We've indicated by doing this that we don't have enough of an . I animal control problem ourselves so we've expanded it to tike care of everybody eases in S other communities. • Mayor Chaiel: Yeah I think some of the discussion was at the time as to the additional hours that we would have for our CSO's to work was one of the reasons. behind it as well. But also to provide a better service for ourselves too. . I guess the vehicles are not the issue in itself but yes, there are dollars that Iare going to be spend and there are some concerns about those dollars. Any other discussion? Hearing none, I'll entertain a option. Councilman Johnson: gee. I think I _might have one. I Councilwoman Dialer: He's sever been seconded. I Councilman Johnson: Yeah, I've never been seconded before so it sight be a first to get seconded. I move approval of having staff prepare specifications for a new CSD vehicle and modifying the 1990 budget for such as recommended. II •Mayor Chaiel: Maybe as a friendly amendment to that indicating, unless-there's availability to find another vehicle such as we had found in a good used one with low mileage. ICouncilman Johnson: That meets the specifications, yeah. I Mayor Chmiel: At a better price. At a better cost I should say. Okay, there's a motion on the floor. And you accept the friendly amendment. Is there a second? Oh Jay, you're dead. . • ICouncilman Workman: You're not going to second it Don? • Mayor Chmiel: No, I's not. Dying for lack of a second. As it appears it's ' II dead. I would like this to be reviewed a little cl9ser and possibly to hunt . around to see what we can get. I - AWARD OF BIDS: COUNTRY SUITES MOTEL SITE IIPROVEPENTS, PROJECT tt!-2S. - ' fury Warren: Briefly Mr. Mayor, we received bids for the Country Suites Hotel site improvements recently and we, as anticipated, have very competitive bid II • S = II CITYOF 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317 o : (612) 937-1900 • FAX (612) 937-5739 May 24 , 1990 ' Dear Dealer; The City of Chanhassen will be purchasing a vehicle for use in the Public Safety Department for animal control . We will either buy a used or new vehicle depending on the price. The following is a list of desired equipment/options. Please submit your bid on June 11 , 1990 , between 12 :00 noon and 2 :00 P.M. The Chanhassen City Council will be meeting on June 11 , 1990 to discuss this vehicle. The time frame is necessary to insure availability on June 12, 1990. MOTE: If a used vehicle is bid then it must have less than 20,000 miles ! S-10 Blazer/Ford Bronco II/Full Size P/U Yes No Auto 4 x 4 Bucket Seats Intermittent Wipers Power Windows/Power Locks AM FM Stereo Rear Window Defogger Auto Transmission Heavy Duty Battery Heavy Duty Alternator ' Air Conditioning Extended Cab {.P/U only) Blue or White 1 Bid Amount ' Type of Warranty if any CITYOF 41 CHANHASSEN 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317 .h, (612) 937-1900 • FAX (612) 937-5739 MEMORANDUM TO: Mayor and City Council FROM: Don Ashworth, City Manager ' DATE: May 9, 1990 SUBJ: Animal Control Vehicle During our last worksession, we discussed both the fire chief's vehicle as well as my concern regarding future vehicle purchases. The Council 's action to consider authorizing the fire chief's vehicle appeared to be made with the assumption that no other ' vehicles would be purchased. My concern was that additional vehicle needs still existed - the CSO vehicle being of primary concern. The fire chief's vehicle had been estimated at approximately $18,000 with accessory costs (radios., light bar, etc. ) adding an additional $6,000. At the worksession, staff relayed that a ' vehicle matching our specifications was being sold by the University of Minnesota as a part of their decision to contract for police services rather than providing those in-house. The Council ' authorized their asking price of $14,500 - such including most of the equipment needed for the fire chief's vehicle. I wish to congratulate Jim Chaffee for his successful negotiations with the University with the final acquisition being at $13,500. In regards to the animal control vehicle, the original 1990 budget was set on the basis of a used vehicle. Given the total miles ' proposed to be driven to service the animal contract with our neighboring communities, it was my strong belief that a new vehicle should be considered. Two sources of funding can be looked at for ' the difference between the original budget allocation of $10,000 and the new recommendation ($15,000 to $16,000) : 1) the approximate $10,000 savings that was achieved through the fire chief's vehicle purchase and/or 2) a recognition that the animal ' control contract includes a 25 per mile fee, over and above the $10,000 capital allowance (car) . At least 7G to 104 of the 25c would typically be reimbursed as a depreciation payment for the ' vehicle itself and, accordingly, an additional $9600 ($3200 x 3 years) has been built into the contract for vehicle reimbursement. Mayor and City Council I May 9, 1990 Page 2 The City Council generally agreed with the comments presented , above. However, I had stated that I would place such into writing and include it in the next City Council packet (administrative section - this report) . Approval of having staff prepare specifications for a new CSO vehicle and modifying the 1990 budget for such is recommended. ' eb--IS4/ I 1 1 Animal Control Contract Expenses and Expected Revenue Page Two Salary ( 20 hrs/week ) $10, 400 . 00 IBenefits { . 20 x $10, 400 ) 2,080 . 00 Gas/mileage/maintenance I (100 mi/day x 260 x .25/m) $ 6, 500 . 00 Total Expense .--$18,980.21!),; IRevenue (1040 hours x $22/hr ) $22, 880 . 00 /S, Tht o.Y 4iq/M less expenses <18,980. 00> ITotal Profit _ J3,900 . OQ__ 3 year Contract ( 3, 900 x 3 ) = $11, 700 . 00 IPurchase Vehicle $10, 000. 00 I C7Lf. I 111 -if 6g,s / ,�•%�y C(00 x 2. 4 x .o8/w ) z 3, 2cc I x3 96 I I I I 4* CITY O f Ye : CHANHASSEN ' _ 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317 ' (612) 937-1900 • FAX (612) 937-5739 MEMORANDUM 1 TO: Jim Chaffee, Public Safety Director FROM: Scott Harr, Assistant Public Safety Director DATE: April 23, 1990 SUBJ: Animal Control Vehicle , The purpose of this memo is to recommend that the City of ' Chanhassen proceed with the purchase of a vehicle for animal control service. BACKGROUND ' A major consideration in developing the proposal for the City of Chanhassen to provide animal control services to our neighboring cities was that of a vehicle. The representatives from the cities of Chanhassen, Shorewood, Greenwood, Excelsior , Tonka Bay and Victoria have explored a myriad of options, including joint ownership I of a vehicle and leasing options. ANALYSIS ' Attached please find a packet of material , with the top item being a memo to Don Ashworth from Jim Chaffee dated December 29, 1989 regarding the proposed extended animal control agreement. On page two of that memo you outlined that the eventual consensus of representatives from the communities involved with the animal control project was to have the City of Chanhassen purchase the support vehicle, with half of the estimated $10,000 vehicle cost being spread out in the hourly cost over a three year period. The concept for the purchase of a -vehicle was supported at the November 9, 1989, Public Safety Commission meeting, as well as at the January 8, 1990, City Council meeting, at which the motion to provide animal control services on a contractual basis to these cities was agreed upon. While a $10,000 amount was initially discussed, with the other cities paying a $5,000 portion of that , various options have been discussed. Our research indicates that a 4-wheel drive vehicle is most appropriate, and it appears that a used vehicle could be I 1 Jim Chaffee April 23, 1990 II . Page 2 available in the $10,000 range. However, for something in the ' neighborhood of $15,000, a new vehicle purchased specifically for this purpose could be considered. RECOMMENDATIONS ' Having explored options with the representatives from the com- munities that we are providing animal control services for, Deb and Bob who provide the service, and discussing the issues with neighboring communities that have animal control service at this time, it does appear that the nature of this service is best suited for a 4-wheel drive vehicle. It appears that a new ' vehicle that would be continiously available to the City of Chanhassen would be more cost effective, last longer, etc. in the long-run than a used vehicle. ' DIRECTOR' S COMMENTS In the long term, I could agree with Scott ; that a new vehicle would, in all likelihood, prove more cost effective than a used 4-wheel drive. However, recognizing Council ' s concerns about vehicles , I will stick with the original proposal of purchasing a ' used 4-wheel drive vehicle in the $10,000 range. (//) s 11 • 7f CITY OF i. __ i f . 1. . ... ..:::: . cllAxllAssEN : . .,. . . 690 COULTER DRIVE• P.O.BOX 147• CHANHASSEN,MINNESOTA 55317 (612)937-1900•FAX(612)937-5739 I MEMORANDUM TO: Don Ashworth, City Manager I ' FROM: Jim Chaffee, Public Safety Director I DATE: December 29, 1989 SUBJ: Animal Control Contract For The Cities Of Shorewood, II Greenwood, Excelsior, Tonka Bay and Victoria Since the passage of the 1990 budget, I have been able II contract costs to provide services for a oo fine tune the hourly piaal control to the cities of Shorewood, Greenwood, Excelsior, Tonka ft and Victoria. I have used as a base II figure the total 1990 animal control budget of $69,350. I then divided that by 4, since 1/4 of our time would be spent iii the contracting communit!es. That figure comes out to $17,338. I You viii note that the 1990 animal bntrol ``_.dget incorporates everything from r.� wages, insurance, retirement, vorkiians comps hrough office equipment, pro ram equipment, vehicles, motor fuels Ad lubricants, books and periodicals, uniforms II and clothing, telephone, '�^~ 9. P , printiuc� and publish fig, repair maintenance of vehicles, repair maintenance ofradios. The plckage that was prepared and sent to Council on December 4 was^e3+best guestimate f all these things that now have been broken down to its finef'parts. As I statti earlier, these are now the II actual budget figures for4990. ote. / Council was concerned; `7iowever, with several addi%ional items that may not have I been included in"the axigina.l4 Npos4 . ,mere administrative time by Scott, secretarial IIme,'1lnancrt-tme, a �`1nsurance costs. I have included these costs ib``the` o`. owing An eaNd6vn 1 1/4 1990 Animal�'COatr•,l Budget $17,338 _8!). '$16.67/hr IIAdministrative Time - Scott ;F_ r/vk .96/hr a Secretarial Time 2hrs/wk 1.00/hr II Finance lhr/vk .91/hr . Liability Insurance - $140/yr .14/hr II Sub-Total $19.68 1/2 vehicle cost ($5,000 spread out over 3 years) 1.60 I Total hourly cost $21.28 I • II Don Ashworth Animal Control Contract 11 Page 2 IIAs you can see by this method, the total hourly costs come to $21.28. Some items worth noting are that line item 9300 fees for service are being picked up I 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 I are anticipated in support of the contract. I am pointing these things out to show that if there is an imbalance, the scales vill 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 I 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. IRECOMMENDATION: 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 I $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 I provide revenue in excess of the hourly cost associated with providing the ani- mal control services. I Manager's Comments: This office had worked closely with Jim and Scott during the initial inquiry period from our neighboring cities. I continue to support attempting to help this group of I 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 Iestablish a long-term relationship. The Council' s discussion from December 4, 1989 reflects the concern that the contract may not have an ending point. Ii believe the original goal which was attempted to be achieved, "helping the other cities until some other form of service could I 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. I 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 I I Animal Control Contract Page 3 I 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 23 times salary at time of contract renewal for 1993. pe,...) 511 I CITY OF CHANHASSEN 1990 BUDGET FROPOSAL II FUND: SAL FLUID DEPARTMENT: PUBLIC SAFETY IIFLTCTION: ANIMAL CONTROL / C.S.O. ' ACC 1989 1989 = 1990 DESCRIPT IO�1 BUDGET NE-ESTIMATE PROPOSED 4010 SALARIES & WAGES, FEC. $0 $4,100 $41600 I 4011 OTII E, F B LAR $0 $2 Opp '$2,000 4020 SALARIES & WAGES, TEMP. $12,000 $10,000 $p 4030 CONTRIB., RETIRE. $1,400 $1,500 $5,100 II 4040 CON RIB., INS. $0 $400 *5,900 4050 WORKM NS COPT'. $400 $500 $4,000 II * TOTAL PEA SERVICES $13,800 $18,500 $58,600 4110 SUPPLIES, OFFICE $200 $200 fZ00 I 4120 SUPPLIES, EQUIPMENT $500 $100 $500 4130 SUPPLIES, PROGRAM $200 $200 $200 4140 SLFPLIES, VEHICLES $1,000 $600 $800 4170 MOTOR FUELS LS & L1BRIC(*JTS $1,400 $2,200 $3500 II 4210 900<S & PERIODICALS ' 4240 UNIFORMS & CLOTHING $O $5o f200 $1,500 $1,500 $1,000 % II . * TOTAL MATERIALS & SUPPLIES $4,800 $4,850 $6,400 4300 FEES, SERVICE $1,500 $3,000 $3,000 I 4310 TELEPHONE $0 $50 $100 4340 PRINTING AND PUBLISHING $300 4360 SUBSCRIPT. & MEMBERSHIPS $0 f50 $200 4520 REP. & MAINT., VEHICLES $500 t500 $500 II4531 REP. & MAINT., RADIOS $250 $250 $250 * TOTAL CONTRACTUAL SERVICES $2,950 $4,150 $4,350 I4704 VEHICLES $0 $0 4705 OTHER EQUIPMENT f0 $0 II * TOTAL CAPITAL OUTLAY $0 $0 II * TOTAL ANIMAL CONTROL / C.S.O. $21,150 $27,500 $69,350 II 1 II I -28- • . . . 4 . CITYOF - i .4 , 4.. „ . CHANHASSEN i , : . •=• ' 690 COULTER DRIVE• P.O.BOX 147• CHANHASSEN, MINNESOTA I OTA 95317 (612)937-1900• FAX(612) 937-5739 IMEMORANDUM TO: Don Ashworth, City Manager i FROM: Jim Chaffee, Public Safety Director r. DATE: November 16, 1989 ' SUBJ: Animal Control Contract • Please 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, xcelsior and Victoria on a three year contract. We see an ppportunity to enhance the ser- vices to the citizens of Chanhasserby entering into a contract I with the five above mentioned cities. There are three benefits . that come to mind; 1) the City.'of Chanhassen would have available a CSO an extra 20 hours during the week in which to I respond to calls or to make deliverie'` for administration; 2) there would be a consolidatiA and a bentralization, if you will, of animal records that woul help locae loose or lost animals I along the border areas of lir communities; 3) the revenue generated by entering int , a three yearj�c• ontract with the above five mentioned cities cold be used to rchase a vehicle for Chanhassen community vice officers. I I have included a4br-eakdown of the expense and expected revenues should we decideto enter into a three year, contract with the I purchase of a- suppb. t "rd'hi1 RECOMMENDATION:...I concur with Sco arr s reconime at on that we enter into a threefoear contract with the cities okOTOnka Bay, 1! Excelsior, Greenvoodi hozew.00d and Victor a p ovide animal control services as outline '2ii he t r. ed contract. In addi- tion, I concur with Scott's rec mmendation that we purchase a I 4-wheel drive vehicle, p in su '�- Monies to offset thisinitial ( O oximatelys$10,000.00rpurchase) will come from the revenue generated by the three year contract. I PUBLIC SAFETY COMMISSION RECOMMENDATION: Although a motion was not made, the Public Safety Commission supported the concept of extending animal control contract services. The minutes from I that discussion are attached. I • Animal Control Contract Expenses and Expected Revenue Page Two 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 4f:$18,980.00 ' Revenue (1040 hours x $22/hr ) $22,880.00 /9, 76D less expenses <18,980. 00> ' Total Profit S 3,900.0 ._- • 3 year Contract ( 3,900 x 3) = $11,700.00 Purchase Vehicle $10,000. 00 /ova x '13 = 3� � o 93‘y /f _ ' /9,76o — 2z/ frO 1 1 I I I I City asked to continue -- I t ` 1- - i • : animal control service II�IIIRI _ _` -s , - B)Christopher Burns of the communities we serve is si nova �"� v- to continue. It has worked out II I!Niii1'1B111fl11 - .; : - hill, Five cothes that have been well for everyone. including of it 1 1 _. !I k' temporarily contracting with Chanhassen.-Harr said '', tlIts a - ' the city of Chanhassen for The Chanhassen Public Safety t t r�:• - animal control se-vice are seek Commission has endorsed the I i tl,•to� '- .04 _ ing a permanent agreement concept of a permanent con- • r,..• Ha al• 11�nt-•:. r - e City officials in Shorewood. tract.and the Chanhassen City il.l:$tilW JI _• 4 •_ r ! t (j{t1t Excelsior. Tonka Bay. Green- Council is scheduled to dimes t IpIHgn i .,,. .• wood and Victoria say they are the issue at its meeting Dec.4. PPP nisi,, _ r- • I -_- i pleased with the service the Harr said he would be retsom- iii!lilt L' "�' • -' E Chanhassen Public Safety mending to the carries) that j ,; .• - — - —' Al ' )�.LM'alit Department be' and want b coo- animal control. said provide in i ��{{{{��{{•,,��� ■� MI�-c.. t '1. time the service next year.. addition to helping neighboring 111111'I`i 1,iltlflta�_' Q Ii The cities asked Chanhassen commtmities, Chanhassen Jas III III.!l J1i111.'. ' • `; -- . s help out after a private con- gent from -the I iI lI I�it ` ., . - . ■I t ' erector, Midwest Animal Con- 1 _ it a,,_ _ I taros.discontinued its service this -The expanded anirral•000trd I �11 ,11th p`:••.. s ' i 4t'mfi.: ilr,' fall.Chanhassen agreed to pro lass have enabled Chanhassen , wide total d 20 bass a week d to employ CSO Bob Zydwsky -I 11,111*I�J ji1I�,;' f7-1 y _ - - %.-- !pi animal control to the five cities. 'full-time. If Zydowsky is out i F ;- bath September through patrolling its the other cam- II i III.R ml W J t - L r. December,at the rated 117 an Comities and a Ball canes in for 1 Ail I - ? "° 1 11i . hour. a Chanhassen anima, he• I �i� , , I1 ,�1 Larry Whittaker. 9arewood can now respond. I 1 Imo. 1�1I IIII ii.._EMI i : lie .1 - city manager,said Manhasset) Harr said Zydowsky can also. I. I lit h_aamittix_ _` _ ;;:;f t – a l 1 has provided the best animal took for animals in Chanhassen III u t , N ! control the city has ever had. when be is driving to and from. h IIi11el I l • 1� . c i 11 �1� 1 "We are very,very pleased It's -other communities. "We're 1 i I .^i i` -1c 11 been excellent.The pesonnei is significantly Increasinig car II 1111Ii� i��,_ : • . •r +t�• very goo the tespexse time ts' -ability to rood at m : 'III rime= ;_ 1 F` f. -I -r-}=� � I' good,"Whittaker said. -Harr said •• • (t II II --s '• -' .AL. i' 14111111-1 1 Kirk McDonald,Tooke Bay's' - An..tmantidpaled brae&,p[•• III1'IIit—em■mu`op.: . e._t 11- • ;S� :l ` I �� city administrator. said .the arrangement has been lb ,.1, III �e•• •r . i 4- Esi 1 11 Chanhassen camniwuty service -create a-central data bank on I tIII I "' ti1u; ' 'Ricers tCSOs)are well-trained•'missing animals which makes it lolly lIIIIIlli pi`sumaIIILL t l I g- 7:i I, i -e i t i j,i11 _t 111 and have provided improved - easier to retina those that stray - -._ - , f 1 - - - -c. •r!'1ih1( ti savior. know how to deal across d borders."We're hay-"They city 1ill it • r,. �I with the public a lot better.And iog a much bestir asccess rate ' r- ' :a '� that's no slam against the d reuniting pets and owners," •;, _ - _ - _., - •!•=_ ti'=-r�it n previous company Its just bet- •-said McDonald .- . ter, a broader service,' Harr said -the,arrangement - _ :-. _ _ - .- - - _ _ s•s:-..`. . ':? I McDonald said. •. has'also malted=to reduced ' .- t - ---- r -_, •::_ `. Tooke Bay's mayor, Vern is, ibe i Co be Tito a r eductied : Seviee Odra Bob Zydontcy k one d two Manhasset rubble Sakty Department apple! 1(aoug,has even written a letter . in the ramhber o[ tmcWmed C•®mmity commending the city of• animals that •have, tog•-:be Llmrdde soknoloutAserdee.10 One aelgai47iK dtht•GUI°by reel hOddiexaedx.) Chanhassen,not only for the ser- esilhtaai:ed."Now we're Biding - - •_ «: - via, but for the cooperation we're able to mid down on the sit):aanagesi contacted tsar rate is reassemble.He said something iQari amen wes Chanhassen has shown in hel eu+s, +i*. and saving t�Pk pe'om�g-Hey Excelsior, P agreed the free cities shook!help the rate Chanhassen pays its art ing neighboring cities out of a• the heartache,"be said. ' delay the exPense of an addi- C'SOs is comparable to other can we take over yon • i hind when they couldn't fund an -She cab'drawback to the et-• Donal truck."A truck is needed cities."I aspect if we'd gone to control?.'They were • i animal control service. "We're paneled service, according to and we are one d five cities they another city,it world be Dearly art when we were in a bind, very satisfied and would be Harr, is the increased use at provide service for,on we aught the same rate,"be said. we are very grateful,"be pleased b see it continue, said Qanhassen's CSO truck. He to be paying for it,"said Es- Withers noted that the cities Harr called the animal- ontrol MtcDo ald. said another tart will be need- easier Qty Manager Greg approached Chanhassen when arrangement a "creative Not all five cities have formal- ed if the city decides to extend withers. they couldn't find anyone ease to Lion" that fasters ••puitive ty requested a permanent con- the contract. Chanhassen is prapeaing an conduct animal control."We've terchange" between tract,but Chanhassen Assistant Barr is proposing to have the kerease in the hourly rate from looked amend and there s ao comities. "It would be Public safety Director Scott other municipalities share the $17 to 172 Jdidwest Animal Coo- other private service around positive thing,and to everyone' Harr said they are all in- most d the additional buck trot had been charging SI9 an that's willing to do this.It's not benefit,to continue,"he said Waled. "The clear consensus through increased tees. AD of boor.Whittaker said the=an Inn: Entire house can be rented Recycling From previous pare they• t struck up ao aoquain• member af years in Kaman From mows Irks - st the smaller haulers opera lance with other guests. After most= for Honeywell and fe the city would be able b f percent d my business is people dinner. the frequently go for Baiehmart tbmpute s when a for eventing h 4• market fo the recyclabks. celebrating special occasiaes- waLa,re sit out om the porch or friend who taw the owner Said Chanhassen Senor Planner,Jo Most oocmcilrnmhbcs weddings, anniversaries, pro at the lawn to talk.In the morn- her about Shelf Creek Ian. Ann Olsen. said none et the ed the contract option because motions,"she said. Sometimes ing Karels seves breakfast ins Karel cams out,_loot st the haulers have indicated they potential problems in paps will rent the entire bier the dining room and guests are inn."J r••"„„tell m bee with it r" would have to stop garbage delinquent fees.When • for a groom's dinner,a shower, an titer way it they're not stay- she acid en the owner.Mar- as a result of the resryd- don't pay water water or a wedding, or a 'murder r mg that night • �or1' Htsh4 screwed It. sell it, Mg requirement. Twenty- utility bilk,the city can:heist -my y�•ply- • . •• - Mirth said rtrtsnb►g a bed• Kan* nand. "MY mouth lust three cities in the metro area re- service or assess the Nasally guests check bf nit's.. > es • dg d-c d wide opera h ame at a quire haulers to p time commitment"For me it's time im my Me wbep 1 aaadad a O AP fo ta;not bibs. But sate an., and Kare}s serves then recyclable'. Ooumdiahesaber does not allow cities drinks and bars d'oeuvres in the a fun commitment bemuse I en- age-" Jay Johnson noted that Eden C anhassen's sire to • inn's parlor.After introductions Joy people and having the Within Dve emelt* ICarelt Prairie had passed a similar recycling costs as a utility and conversation,Keels retires hee.I've ahways enjoyed cook- owned the tea "!t was•"we recycling requirement d w. The only option the city to Der living quartos."I pretty ing and entertain rag.It's sat of scary at lush• the said.•'grill bage haulers. have for deLnque+t much vanish-I want than to like having a party all the time," up a PaY��y two weed. The increased cost to would be to take feel they're at home,"she said She said. I went in with troth feet.It was residents in cornmwrities that small claims coin Easels had waked (q a Scary.but it's really heel fun-" have haulers b nm, Guests sometimes together togethe-if t� P to $13 a quarter ranged Ito Parking ban in Farmhouse was built by Vogel family .Johnson noted that Eden ,. Prairie garbage haulms have Chanhassen By Christopher Burns' . . to hiaope to settlers. tike area. not passed on to residents the QaohiaQea's snow In iss2,•Joseph Vogel Sal- When the Sian uprising cc- eats r�'�ng AckW ing ordinance is in cited. (1......1 on.•H.G..e•a,..,.;ureic misdated from German and cursed.other settles in the arcs oDUOn the Caancil From now until April 1.nr CITY OF VICTORIA wity igaice.s Sit November 14, 1989 1 Mayor Don Chmiel 1 €90 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 1 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 1 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. 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 1 to continuing this service on a longer term basis. Hopefully, this would be of benefit to all involved. Sincerely, qP-e41:1-dVe' 1 Mayor Schmieg 1 cc Don Ashworth, City Manager 1 1 1 7'957 Rode I .yri (6'12) 448-2863 I • - MAYOR Jan F.+Oen _ COUNCIL Kritti Stow beK Barb Beni: Van w.ttin III CITY OF II SHOREWOOD 5755 COUNTRY CLUB ROAD • SHORENIOOO,MINNESOTA 55331 • 1612) 474-3236 November 17, 1989 II Mr. Don Chmiel, Mayor City of Chanhassen II P.O. Box 147 Chanhassen, MN 55317 Dear Mr. Chmiel: II 1 was pleased and encouraged to receive your draft of the three-year contract I for Animal Control with my Agenda packet today. It looks like ve can help improve service in all our cities while solving a long-term problem for the City of Shorewood. II 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 II 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. II 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 I 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. II Thanks, again, for your support of the joint Animal Control effort. III look forward to meeting with you soon. Very truly yours, I OF OOD a � Jan ugen Mayor i JB.al _ A Residential Community on Lake Minnetonka's South Shore AlliP gezhie i anza; ,,--disay 1 44,,t\ 4901 Manitou Road,Tonka Bay,Minnesota 55331 Tel.474-7994 I MAYOR November 13, 1989 L.H.Haug COUNCIL I Ralph8sar City of Chanhassen Steven Johnson Douglas Keller 690 Coulter Drive Kent Ottum Chanhassen, MN 55317 II ADMINISTRATOR Kirk McDonald Attn: Mayor Don Chmiel City Manager Don Ashworth IDear Mayor Chmiel: In September of 1989 the Chanhassen City Council agreed to allow the Chanhassen Public Safety Department to provide animal control services to UTonka 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 1 . 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 to reunite lost animals with their owners. I think the citizens of all of our IIcommunities benefit from this cooperative approach. I It has come to my attention that you will soon be considering an agreement Ito 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 I encouraging when neighboring cities can join together to reactive a problem and develop a program that provides a benefit to all jurisdictions involved. We have appreciated your sharing of animal control services iiith us over the past several months and are hopeful that thie cooperative working relationship Ican continue in the future. Sincere i - 1 /, . L. H. Ba IIMayor of Tonka Bay 1 _ cc: Tonka Bay City Council ? NOV 15 )967 I Administrator McDonald j _�. Jim Chaffee, Chanhassen Public Safety Director art OF CHANHASSEN •- - - I CiTY OF ,t , , CHANHASSEN . o it.. 1 r - •';► 690 COULTER DRIVE•P.O.BOX 147. CHANHASSEN,MINNESOTA 55317 II (612)937-1900•FAX(612)937-5739 = II MEMORANDUM TO: Jim Chaffee, Public Safety Director I FROM: Scott Harr, Assistant Public Safety Director IIDATE: November 6, 1989 SUBJ: Expanding Animal Control Services I 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, lsior and Shorewood. BACKGROUND II • .,-On September 12, 1989, Chanhass-; Pu•?ic Safety agreed-#o provide II.20 hours of animal control aer ' ce pe- week to the above listed cities through 1989. This ac _ •n vas response to an immediate need of these cities after t private ompany that was providing these services unexpectedly :jthdrev f 0, the contract. The City II of Chanhassen was approach because no only do ve have an ani- mal control program that - = operational, =•ut ve are in close proximity to these other { ties and ve u .i- lire the same veteri- I nary clinic that they under contract th. Primarily because T -;' 'a a great spirit of coo�a ration among all of the cities inn: ,-T combined-v-1th subs _ , ' - 1 effort by II Chanhassen CommI ,`'�` c-_ : ___ �"`' -" .--r-_r __ '-• � - ��ovsky, the temporary program that ya=--3;1*•,a:I_ '. y.i_1--1f•�.1a r-,.,. - 14,•,,._ -;•- ,t:_= • ked exceptionally 7v- __. What little administrative time -7 been II required by this • d•-P - .IL has been more than compe 4, for by the fact that the City •' " *rot i - sen has v„ - , bade CSO available an additional 20 hours �•e • " no cost to us II (because when a CSO is scheduled f•:: these animal control duties outside of Chanhassen, that offi = f may still respond to calls within the City of Chanhassen). °-a program has also helped our existing program by expanding contacts with neighboring cities, II -----....so that more animals that ve 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 1 . - Jim Chaffee November 6, 1989 Page 2 I 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. :t- As stated, the primary stumbling block is a vehicle. We agreed that ve 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 ve 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 vell as speaking with neighboring animal control officers, ve 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. .--- I fa mi Jim Chaffee November 6, 1989 Page 3 While these cities are anxious for us to continue rov ' p idinq ani-„ sal 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 you con- sensus of representatives from dthe kfive cities, ishashfollows;_ That the City of Chanhassen purchase a used full size 4-wheel drive pickup truck for $10,000.00. Because the vehicle vill only be used 20 hours per week for animal II control service in other cities, the City of Chanhassen " will be responsible for half this amount. The remaining $5,000.00 vill 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 effectively 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 C8O 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 vill require that an additional vehicle be purchased eventually. it just seems to make good business sense to take advantage of this 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. Bather 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 1 final alternative, each felt confident that a straight hourly figure, which would include the cost of a vehicle, would be received more positively. I Jim Chaffee November 6, 1989 Page 4 1 RECOMMENDATION In conclusion, the City of Chanhassen has an opportunity to enter into an arrangement with several benefits. Not only vill ve be able to continue working with and assisting these neighboring communities, but ve vill also have the availability of a C8O officer 20 hours per week at no cost to Chanhassen. In addition, ' ve 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. I 1 X - . asssssassssssasa:ssssss ANIMAL CONTROL CONTRACT essssssasasssasa:sssass This agreement wade this day of , 19 by and between 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 I mutually agreed by and between the parties hereto as follows: 1. This agreement shall be effective as of January 1, 1990 and shall continue I in effect until December 31, 1992 unless cancelled pursuant to this agreement. 2. CHANHASSEN agrees to patrol the public streets of SHOREWOOD in accordance I with a schedule provided by CHANHASSEN, agreed upon by SHOREWOOD. If necessary, CHANHASSEN agrees to transport animals as it deems appropriate. CHANHASSEN vill attempt to notify South Lake Minnetonka Public Safety II Department prior to impounding any animal. 3. CHANHASSEN agrees to provide personnel and equipment to provide animal I 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. I 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 • II 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 II 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 viii have II 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 tvo 4 3"P hours. CHANHASSEN shall respond at the earliest opportunity to such II 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 II 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 viii respond, applying the time to the regular schedule (so that II this would not be considered an emergency call-out). If deemed appropriate by the Chanhassen officer on call, a situation may be dealt with over the phone, in which case no fee viii be charged. II 6. CHANHASSEN agrees to coordinate services with the Chanhassen Veterinary Cli- nic, 440 West 79th Street, Chanhassen, MN 55317, as long as this arrange- I sent is agreeable with the Chanhassen Veterinary Clinic. I 1 . • Animal Control Contract Page 1 ' 7. CHANHASSEN shall furnish monthly reports to each city reflecting the charges for such veterinary fees as vell as patrol and emergency call-out fees, which each city agrees to pay CHANHASSEN vithin 30 days of being billed. 8. 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. 1 monthly report of activity shall be provided to SHOREWOOD. 10. CHANHASSEN shall assume liability for damages resulting from negligence vhile 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: A) Price per hour - per vehicle for scheduled patrol based on actual time in service for the CITIES 522.00 ' 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. Ovners claiming their animals shall be ' charged the veterinary bill in its entirety, including impound fees. 13. 111 payments shall be made by SHOREWOOD upon receipt of monthly statements from CHANHASSEN vithin 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 vritten authority of each party. In the event that one or more parties seek such change, including vithdraving from the contract, said party (or parties) ' shall remain obligated to pay for their agreed upon number of contract hours unless othervise agreed to by all parties pursuant to this Paragraph for the remainder of the year. • 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, with the resaining two years to have fees agreed upon by all parties to this contract within 30 days of , that-upcoaing year. If all parties are minable to agree to a fee schedule for that particular year, it is agreed that the contract sill then end at the conclusion of the year that is currently is effect. 16. This agreement shall bind the cities of CHANHASSEN, SHOREWOOD, VICTORIA, , EXCELSIOR, TONI' BAY and GREENWOOD upon each party signing a copy of this animal control contract, however, all parties need not sign the sane docu- ment. , 17. Under no circuastances shall CHANHASSEN be obligated to respond to any request for assistance or to patrol when, in the sole discretion Of the Chanhassen Public Safety Director or .his duly authorized agent, any one II of the following conditions exist: (1) when necessary men and/or equipment are engaged elsewhere, (2) when road or weather conditions constitute a hazard, (3) when providing assistance would expose any person to unreaso- nable risks. • 18. The tine and manner in which service is rendered, the standard of pezfoz- ' sauce and the control of personnel employed to render such service shall be deterained by CHANHASSEN. CHANHASSEN reserves the right to alter ache- , duling should conflicts arise (i.e. CSO schooling, illness, vacation, etc.). 19. 'CHANHASSEN agrees to patrol the public streets II Pa p tzeets of SHOREWOOD and respond to animal control calls during regular patrol hours pursuant to this agreement in SHOREWOOD 10 (ten) hours per week. CITY OF CHANHASSEN BY: Donald J. Chaiel, Mayor BND Don Ashworth, City Manager CITY OF SHOREWOOD ' BY: Mayor AND Clerk 111 .I ., .Public Safety Commission Meeting November 9, 1989 - Page 9 11 Wing: Did that answer your 9 uestion? flick: 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 concerq 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. I ' 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 i 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. Wenziaff: Anything else on fire? IBernhjelm: I just want to offer a motion of commendation to the department. To all of the groups that were involved in the Fire Prevention I 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 I 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 Iwith 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. CHANHASSEN PUBLIC SAFETY: IHarr: 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 : • IF November 9, 1989 - Page 10 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" 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. Going from my suggestion that the Field Training officer and$ the recruit II 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 ' 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 ' 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 based 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 comment on the meetings we've had with the 5 citierwe've beenaproviding 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 requesting strongly, if not pleading that we consider continuing on with II 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 I 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 II 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 to an emergency calls or a Chanhassen resident. We've net 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 a,..business ' 10 • Public Safety Commission Meeting iNovèmber 9, 1989 - Page 11 here so we've tried to look at everybody's needs including ours. We've 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 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 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 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 to. 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 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 $5,000.00. We would have people, 20 hours of free service or availability like ire do for 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 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. Klick: Scott, is it at. . . Harr : Yeah, $17.00 right now. So just open that up for discussion. ' Boyt: Why is it $5.00 an hour more? ' Harr: To pay for the vehicle. Boyt: So we're not figuring our current vehicle costs in the contract? IHarr: Not to be purchasing the vehicle, no. Just covering 'what we estimated fuel costs to be for just the 4 months Bill. Boyt: So we've been subsidizing them for $5.00 a hour? Harr : No. The additional money is to help pay for the $5,000.00 share of Ithe vehicle. We disagree. Okay. Subsidizing. 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? Public Safety Commission Meeting • November 9, 198 II- Page 12 Barr: With that S17.0e an hour, I 11 several hundred dollars ahead was alllnk we cake out making, coming out Wenzlaff: But we're covering the CSO's time and the operating I pe ting vehicle? costs of the Barr: Correct. II Wenzlaff: But no depreciation? Barr: For just those 4 months, correct. II Wenzlaff: But if I understand v be that they But i 824,nd understand •ou correctly then the issue could very turned out that that's$2 . wort$2 .69 an hour, something reasonable welt have us make an undue f necessary to cover the contract but not profit off of them? Barr: Our figures come to $22.00 an hour. II Wenzlaff: And that would cover both the additional cost of u vehicle and I'm sure Bill's concerned about not cove II That's all fine and dandy purchasing a certain time but if you hapeeto replace,nt going you've to abandonethisrthingiat� presuming -ou re replacement time. . got to building g for tea Barr: Well at the end of those 3 years, day we enter into this contract it'd well we'd own that vehicle. II 85,006.00. We're just looking at theme a matter of paying The again, we picked the 3 looking just 3 year period at.t is point ntat agreements generally go. 3 because that's what joint point and powers II Wenzlaff: Is that 20 hours per week for all the 5 cities combined? Karr: They each, well Victoria for instance has I 2 hours. Wenzlaff: Bnt I'm saying it's a 20 hour total? Barr: Well yes. I'm sorry v I_ . _es. That's right. Wenzlaff: Counting that over 52 weeks, that's years doesn't come up with S5,00g.gg unless my $ o ye times 3 II years math is s wrong wrong h he ere. Karr: I wish I had our total figures. Govt; Well they're saying I a hour Well will g $5.00 an hour. They generate increased the fee by $5.90 $S,gBg.gg and plus. Wenzlaff: A year? Got it. I a used vehicle. I don't know what our experience guess my concern was also buying those vehicles but 3 years for a vehicle seemsnto me to b we'd have anything the longevity of II I'd question whether it was serviceable as 3 city would be mydon t expect lit_ vehicle. opinion. II12 II Public Safety Commission Meeting 'November 9, 1989 - Page 13 Harr : I think with the type of use this one would be getting,g, 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. Klick: 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 question again. I'm not sure what you're specifically. Klick: 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. Klick: 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 I visible with our markings driving around the town? That would be additional too? IHarr: Yes. Klick: We would have if we stopped? IHarr: Yes. Wenzlaff: I don't know what City Council feeling would be toward coming up I 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 that 1 13 1 Public Safety Commission Meeting • November 9, 1989 - Page 14 IL Harr: And I've told these 5 other cities that the current Council is very conservative, particularly regarding the vehicle issue. • , g n9 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 another CSO vehicle in the near future. This is an alternative, a rather 11 creative one to having one on hand. slick: 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 communitji 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 t ago and I'm not sure exactly where Jim had left that but at that time weng just were relunctant to go asking again. We left it with them that we were interested in a donation but we haven't gone asking for a specific vehicle for this purpose, no. ,f- Wenzlaff: I guess what I'm hearing from the entire group iq 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? Slick: 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 the police officers here are expert at that but I think isn't that part of II 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 oin g 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 II 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 the 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. 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 Public Safety Commission Meeting II - ' 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, 2B 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. 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 II 2 hours to make up for that or how does that work? II Harr: 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? I Harr: There hasn' t been no, but that's something we may 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? IIJim Castleberry: Jody Arndt approached the County Board about establishing a Carver County Humane Society. Are you aware that they're try ng-rto get • 15 Public Safety Commission Meeting November 9, 1989 - Page 16 one in Scott and Carver County. At least one of the things she proposed 11 her presentation to the County Board, because they're looking for County 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 I control per se in terms of nay be part of a solution to a problem here. Barr: I know. that Jody's teal good because she's very concerned and does II 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 '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 II 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 II • soliciting either. Bernhjelm: Would the figure be set for the 3 years? r , Harr: No. Bernhjelm: And hours are set? ' Barr: 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. W'nzlaff: 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 II to correct or add to that? !Click: I just would like us not to overlook the possibility of a donation. I 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. - Klick: Okay. Maybe someone can ask Mr. Knutson. ' Boyt: Sure. Klick: I mean if that's the barrier and there is no funds for somethin like that, I'd just be interested if it's there why not. g 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 like.,to add 16 ' 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 continue to hammer this out with the other cities but at thispoint Iejust wanted some input from the Commission which I appreciate. Wenzlaff: Do you feel like you got? Herr: Yeah, some good ideas. Thank you. That's all I have on Public safety specifically Wayne. UNFINISHED BUSINESS: SIGHT LINES WEST 78TH STREET. I 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. v given an opportunity e1 .one was contacted and 9 � to get that done with. ' Boyt: 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 IIcan 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 Irecommendation 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 II 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 CHANHASSEN 690 COULTER DRIVE• P.O. BOX 147• CHANHASSEN, MINNESOTA 55317 (612)937-1900• FAX(612)937-5739 MEMORANDUM 1 DATE: January 2, 1990 TO: Jim Chaffee, Public Safety Director FROM: Finance Department SUBJECT: Animal Control/CSO Costs Our memorandum of January 2, 1990, responds to your specific 1 salary/related costs associated with our CSO program. Noted in that memorandum is the fact that such does not include overhead. 1 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 . Direct Salary Multiplier: The industry a ppears 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=consul tive groups. I t wat. established ._after:.aiarious Audits of consultive 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. i; In our example, the total would then be $29,553. For comparative 1 p 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 . . . , 4 . C I TY OF ill . • _.,- . ..,,,.,:. . . . i .. • CHANHASSEN 1 . .:. , • 690 COULTER DRIVE• P.O. BOX 147• CHANHASSEN, MINNESOTA 55317 (612)937.1900• FAX(612) 937-5739 MEMORANDUM 1 DATE: January 2, 1990 I TO: Jim Chaffee, Public 91")Safety Director FROM: Finance Department ISUBJECT: Animal Control/CSO Costs 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 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 intr.rhsic costs of miscellaneous office supplies and materials. IWe have no specific data to either support or contradict your , computation for vehicle usage of $.25 per mile but should II point out that it would be well to consider a depreciation factor. Although the specific le alit of x. I g _. y our providing service to other cities is not in question, it would,-be well advised to contact our insurance carrier concerning any potential liabi- lity and whether or not our current policies would cover such. IThe following detail breakdown :,is"•based cn sour *10.00 per hour rate assuming use of :a 4u1l .time _*alaried4. CSO. We have Iannualized the computations for simplicity:"' " = Base Pay $10.00 per -hour x 2080 ....,=:-$20,800.00 Compensated Absences '133 days_'per.;dear _.- ' @$80.00 per day) L:; K $ 2,640.00 Retirement - FICA 7.65'/. = $ 1 ,591 .20 - PERA 4.48% > , _ $ 931 .84 I Worker' s Compensation $6. 1 per $100 = $ 1 ,281 .28 Insurance - Life - $3.40 per month = $ 40.80 Health - $251 .23 per month = $ 3,014.76 I Total LTD - $15.36 per month = $ 184.32 $30,484.20 $30,484.20/2080 = $14.66 per hour. Icc : City Manager City Council Meeting - January 8, 1990 Mayor Chmiel: That's basically what it is Mayor That's what it boils down to. That was my motion to annex into the City of Chanhassen. CONSIDER EXTENDED CONTRACT TO PROVIDE ANIMAL CONTROL SERVICES TO THE CITIES OF SHOREWOOD, GREENWOOD, EXCELSIOR, TONIQA BAY AND VICTORIA. Don Ashworth: Jim will not be present this evening. If I can give the report. Mayor Chmiel: I certainly hope so. Don Ashworth: You have the report from Jim Chaffee. I should note that I have a manager's comment. I'd asked for a formula to be developed by the finance department. I firmly believe in that formula as a means to ensure that we do not create a systems whereby private business would not be competing with us. I was asked though to relook at some of the numbers in terms of how realistic is it if a private business were to carry out this function. Would they logically be paying $10.00 per hour for animal services and I guess in further review, I would respond to that question by saying no. I think that anyone going into this type of business, historically it's shown that they have hired people at the very end of this, very low end of the schedule and accordingly, even if you used $8.00 per hour and used the formula, you're still at $20.00 to $22.00 per hour. The short and long of it is that I firmly believe that at $22.00 an hour, the City will be fully reimbursed. I do have a real concern that the contract not be looked at as a long term type of contract and I say that thinking about future building needs. Our people and recognizing that this type of a function could actually limit our own ability to stay in this building. Councilman Johnson: 2 years. I mean why 3 years? 3 years seers kind of long. The objective is to get back to where there is another service. We used to have ' a Teri-cities Animal Service and that one died. Councilman Boyt: I think we're talking about vehicle as a driving force here. Purchasing a vehicle. Mayor Chmiel: There was one that was paid off in the 3 years, you're right. Yeah, that was the position. And I think too, what Don just said is I don't • think we want to be in a long term portion but I think that if it's not going to cost anything and we can assist our adjacent cities with what we have, I think it would be a good thing for us to do. ' Cbunci] ran Johnson: It basically gets us a little extra coverage for free. Councilman Workman: So now we've got free animal service. We've got a free ' community center. We've got a free, I don't know, we've got free everything. Councilman Boyt: I would move approval of the animal contract as stated in the 1 staff report for $22.00. Councilman Johnson: Second. ' Councilwoman Dimler: I guess I would question the $.96 an hour for adminstrative time for Scott at 1 hour a week. I also question the secretarial 72 ' II ,. City Council Meeting - January 8, 1990 II time although that might be a little closer to the time spent but an $1.00 an hour? ' Councilman Boyt: No. You've got to take 20 times that. They're saying that these people are contracting for 20 hours a week so what does that break out to in a per hour charge? So the secretarial time would be $10.00 an hour. Councilwoman Dialer: But we're not saying then that they're going to spend 1 hour and 2 hours a week. ' ODuncilaan Boyt: Well no. I think that's what they are saying and I think you're right to say well, is that really accurate or not. Maybe Zydowsky does a lot of this work without turning it over.to Scott and Carol. Councilman Johnson: A najority of it. Mayor Chm iel: Or a good share of it. Councilman Boyt: I worked with In today from 3 different angles on how do we get reasonable cost for this thing and we kept coning up with $22.00. So ' personally I'm pretty comfortable that that's accurate. Councilwoman Dialer: Have we got a time limit? It will be 3 years you're saying? Mayor Chmsel: Yes. Within a 3 year period I think. Councilwoman Dialer: But what incentive are we giving then to look for private? Mayor Qv iel: The incentive we're giving them is at the end of 3 years we no ' longer will provide the service. Cbuncilwoiran Dialer: But what incentive are we giving them to look in the neantiae to shorten it up? Mayor Chmiel: Well, if they don't have anything, then they never thought of it. I think they have to do that on their initiative to see what they can acquire for themselves. Cbuncilaan Johnson: I've seen what? Like 3 different of these services fail in ' the last 5 or 10 years. There's a big one that Minneapolis had that failed and really caused a problem up there. I think a lot of suburbs, the Tri-City one here fell apart. I can't rerenber what the third one was but there was another ca*mercial one. It's a service that may be able to be provided by the private sector. Maybe better provided by the public sector. Councilwoman Dialer: So that we can fail? Is that what you're saying? ' Councilman Johnson: Well same services, a private consulting finm is, you can't do it because of your overhead and stuff. ' Cbuncilwaman Disler: I still don't like our taxpayers having to maybe subsidize this if... 73 .1 *City Council Meeting - January 8, 1990 II Mawr Chniel: Right now we're not subsidizing. Cbuncilwonan Diirler: Right but if we go to that point and we've told then for 3 years and we get to a point where we are subsidizing then and we've got a 3 year contract here, we can't very well pull out of it. I'm real uncomfortable with that. Councilman Boyt: No, it's open to, the price is open to negotiation every year. We're not locking that in. Mayor Chniel: That's right. That's what Jim indicated last titre. Gbuncilman Workman: Shat if these communities drop out? ' 'Councilwoman Dimler: They have an option to drop out. Councilman Workman: that if they drop out in 6 months? Councilman Johnson: We have to sell the car. Councilwatan Diller: Yeah, I have a real problem with another vehicle too. Councilman Boyt: One of the things that sells this outside of it's a nice thing to do for our neighbors, is that we're giving, our citizens are getting much better animal control service than they were getting 2 years ago. Probably better than they were getting a year ago. We're taking sanebody and we're paying then more than a private vendor would pay in this area and we're giving and getting better service. This contract allows us to keep that person full time. That's a heck of a benefit to us as a community. We've now, $17.00 wasn't covering our costs. $22.00 is probably covering our costs and in the course of the next year we're going to know and if it isn't, then next year we'll propose a higher mount. Councilman Workman: Do we have detailed records of these animal pick-ups, etc. Don? Don Ashworth: Yes. ' Councilman Workman: How extensive are they? Don Ashworth: At issue though, if you're trying to get admdnstrative costs, ' which I really questioned in Jim's report. Secretarial and sane of the others, I don't think that we have good records because we really don't have, the services isn't going, right? Councilman Workman: I'm saying, I want to see records that show that we have such a serious animal problem in this town that we've got to add people for 40 hours a week. That's what I'm concerned about. I understand trying to blanket every hour with both police and ambulance and animal control. The animal control is, it's rare for one person in a lifetime to have a serious animal problem in their own yard. Councilman Johnson: I picked up a dog this week. 74 City O,u cil Meeting - January 8, 1990 Councilman Workman: I'm saying, I don't see the detailed records that show that we've got such an animal control problem that we've got to extend this thing so far out and wide and beyond for us to get really what I would say is a delivery service. tMawr Qrdel: On the other hand you can look at it Tom as the services that are provided in the event that there are those dogs and you're saying what total numbers are there will be taken care of without any problem as well.' Councilwoman filmier: But in Chanhassen that would be anyway because we have the service for ourselves. ' Councilman Johnson: But we'll have more of it. We'll have 20 hours. Mawr Chmiel: They'll have a better chance to contain then. ' Oouncilwaman Dimler: I nevek indicated that I thought we should rake Zydowsky and Deb Rand go part time as a result of rejecting this. We can find other ' things for them, to do. You understand what I'm saying? Mawr Ci iel: Yeah, but it's just providing another kind of service because of ' the amount of driving that they're going to do, there's that additional exposure that's being shown through the City as well. Councilman Workman: But we don't know how many dog problems we have a week or a 11 month. i. Oour cilman Boyt: Well we do. I don't have the numbers right with me but I get ' them every month at Public Safety. Phyllis Pope: My name is Phyllis Pope and I walk my dog on a leash nearly every ' day. Probably 3 miles most days and I don't think that there's a time that I'm out walking that I've not seen these dogs and I'd hate to see what it would be at less service in Chanhassen. I think we've got good service now. People respond fast and they're very courteous. Don Ashworth: To respond to the question though, my recollection of the 1990 budgetary process was one in which we were increasing the overall availability ' of CSO's. Not necessarily increasing the amount of animal control for 1990. We're looking at 20 hours per week for animal control. I did not recall that we were increasing the CSO portion. We're moving from one full tire position and a ' half time position to two full time positions with the additional half being picked up through these contracts. Councilman Workman: So we're really gaining... ' Don Ashworth: We're not gaining anything. We're not really losing_ anything. ' Councilman Boyt: We're gaining a body in that we've got somebody full time which means we can probably hold onto them better than trying to get them,, when ( they're working a thousand hours. Councilman Johnson: If he's patrolling Greenwood and a dog complaint caves in in Chanhassen, he's available to drive down here and pick it up. I had a dog ' 75 ' 1 City Council Meeting - January 8, 1990 1 complaint. I had 2 dogs running loose 2 weeks ago which I called the Carver I County Sheriff on Sunday and we had nobody on patrol on Sunday so basically he says, if you can go out and get those two dogs. One Airedale and a Laborador and contain than yourself, we'll came get then. Otherwise they're running free. I wasn't personally going to go out and try to capture this Airedale and Laborador that I didn't know. The one dog I did know. Councilman Workman: And I don't suggest you do. I'm just saying, what community that doesn't have a police force seriously has 24 hour a day coverage. Not us and not a lot of communities. I'm just saying it's a very expensive deal. Councilman Johnson: We're not proposing 24 hours a day. Councilman Workman: I know and I would never propose that a loose dog isn't a ' problem at any given time of the day. I'm just saying, we're going to always have loose dogs. People are going to let their dogs off. People who own the dogs let their dogs run free. Again, we can't fix every problem but I just don't see the gain in us extending ourselves beyond the border so far. I'm not saying reduce and get rid of animal control. I'm just saying the gain that we're getting to get a 4 wheel drive pick-up or vehicle, to do the other communities isn't really I don't think advantageous to the City. But why don't we take a vote. Don Ashworth: I do have a response to that one question if I may. ' Mayor ( oriel: What's the answer. Don Ashworth: The question was, what happens if they drop out. They can't. They've got to take and pay you. If they drop out, they're still obligated to pay unless you let tha'i off the hook. That's paragraph 14. Councilman Boyt moved, Councilman Johnson seconded to provide animal control services on a contractual basis to the cities of Greenwood, Shorewood, Excelsior, Victoria and Tonka Bay for a period of 3 years. Councilman Boyt, Councilman Johnson and Mayor Ciiriel voted in favor and Councilman Workmand and Councilwoman Dimler voted in opposition. The motion carried with a 3 to 2 vote. ' Mayor Chniel: Would you care to give your reasons or you already stated them. Councilwoman Dimler: Well I pretty much stated then but if we want to get ' extra, get Bob Zydowsky full time we can do it without having this contract. Also, if you want another vehicle we can do it without this contract. I just think it's... Councilman Johnson: Yeah, it will just cost our citizens to do it. Mayor Chmiel: I don't think it's going to cost us those amount of dollars. If I did, I think I would vote the opposite way. Believe Ire. I i 76 CITY OF 9, 1 1 , ' 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317 1 (612) 937-1900 • FAX (612) 937-5739 1 MEMORANDUM TO: Don Ashworth, City Manager IFROM: Jim Chaffee, Public Safety Director IDATE: June 11 , 1990 SUBJ: CSO Vehicle Bids 1 As your are aware, we sent out bid notices to over a dozen car dealerships in and around the west metro area. We asked that the I bids be submitted between 12:00 noon and 2:00 p.m. on June 11 , 1990, to ensure availability of vehicles on June 12, 1990. As of 2 :00 p.m. on June 11 , 1990, we received bids from 6 dealers. The Ifollowing is a breakdown of vehicle types and bids received: DEALER TYPE MILEAGE BID ISuburban Chev 89 S-10 Blazer 16, 544 $11 ,500 Walser Ford 90 Bronco II 4,011 14,031 ILenzen Chev 90 Chev 1/2 T, 4x4 New 15,959 it 91 S-10 Blazer New 14,890 I ', 90 Chev 1/2 T, 2WD New 14,237 " 90 Chev 1/2 T, 4x4 New 15,622 ft 90 Chev 1/2 T, 2WD New 13, 275 IFreeway Ford 90 Bronco II 6,500 14, 994 Waconia Ford 90 Bronco II New 14,366 I RECOMMENDATION: IStaff feels that a small 4x4 similar to a Ford Ranger or Chevy S-10 would adequately serve the needs of animal control and be purchased at a lower price. Accordingly, Staff is recommending I rejection of all bids. In addition, Staff is recommending the development of specifications for a small 4x4 pickup and the seeking of bids on same. I I