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HomeMy WebLinkAboutCLD-009-12 Clarftwn REPORT MUNICIPAL CLERK'S DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: March 19, 2012 Resolution#: ' ' ° ! By-law#: Report#: CLD-009-12 File#: Subject: 24 HOUR ANIMAL SERVICES RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report CLD-009-12 be received; and 2. THAT Council provide direction regarding Animal Service levels beyond the current service levels. c � Submitted by: Reviewed by: ( ' a rrie Franklin Wu, unicipal Clerk Chief Administrative Officer PIb/CAG CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379 REPORT NO.: CLD-009-12 PAGE 2 BACKGROUND On January 30, 2012, Council passed the following Resolution #GPA-031-12: THAT staff prepare a report on how the Municipality can provide Animal Control services 24 hours a day, without relying on other departments; and THAT the report give consideration on how other municipalities handle the same issue. In August 2009, in response to budget constraints, Council adopted Resolution #C-471-09 which effected a number of staff recommendations. This Resolution making a number of budget changes included an adoption of a policy change related to Animal Services' after hours and emergency support. Prior to adoption of the change in 2009, the Clarington Animal Services provided after hours emergency services. 1. After Hours Protocol pre-August 2009 The protocol that was followed at that time is included in this Report as Attachment 2. Essentially, calls were received by Fire Dispatch. Animal Services Officers were on-call a week about, based on a four week rotation. In accordance with the Collective Agreement, Officers were paid a daily on-call rate and were paid overtime (minimum three-hours pay) for any calls to which they responded, and where the officer was able to handle the call without attending a site (ie. over the telephone), the Officer was paid one hour overtime. In 2008 Animal Services received a total of 36 after-hours calls, 15 of which were handled over the phone and 21 which were responded to on-scene by an Officer. In 2009 (January —August), Animal Services received a total of 28 after-hours calls, 17 of which were handled over the phone and 11 which were responded to on-scene by an Officer. Based on financial calculations at that time (including salaries, stand-by pay, call volumes) the estimated budgetary costs for providing after hours emergency services was approximately $20,000/year. While a service enjoyed by residents and certainly of benefit to those animals in need, this service equated to an average of $550 per call or $950 per on-scene response. 2. Existing On-Scene Support Protocol Implementing Council's 2009 cost-saving measures decision led to a series of meetings between the Deputy Clerk, Durham Region Police Services (DRPS), and Clarington Emergency and Fire Services (CEFS) and communications with the emergency animal hospital. An After Hours On-scene Support protocol was developed and communicated to both DRPS and CEFS. A copy of the protocol is included in this Report as Attachment 3. REPORT NO.: CLD-009-12 PAGE 3 This protocol provides that an Animal Services Officer may be contacted to provide on- scene support to DRPS and CEFS. Note, officer response is on a voluntary basis. Should an officer not be available to assist, an external agency may be contacted if available. To assist with the implementation period, the Deputy Clerk and an Animal Services Officer met with CEFS dispatch staff to explain the protocol and to provide them with key messages they may choose to draw on when handling an animal related call. Additionally, CEFS dispatch received training on the Animal and Owner details of the Shelterbuddy database to assist the dispatchers in responding to lost and found calls. It is worth noting that responding to calls and providing owner details of found animals was not a new responsibility for the CEFS dispatch team. Training/Orientation was simply provided to afford them with the better tools and information. Within the first year following the discontinuation of the After-hours Emergency Service and the implementation of the On-scene Support protocol, admittedly there were some details that needed to be worked out. The Deputy Clerk, Inspector Ostler of DRPS, and Chief Weir have continued to meet to resolve any communication issues and to refine the protocol. To further clarify the role of the CEFS, Animal Services staff have provided on-site orientation of the gate, dog runs and inside cage which is used to assist the DRPS when the Shelter is not open. Since August of 2009, Animal Services Officers have attended to provide on-scene support five times. 2009 — 9 in-house calls / 2 call-outs; 2010 — 6 in-house calls / 0 call-outs; 2011 — 2 in-house calls / 3 call-outs. Additionally, DRPS have delivered a total 19 dogs (on 16 occasions) to the Shelter (2009 — 2 /2010 — 5 / 2011 — 6 / 2012 — 3) with CEFS assisting at the Shelter to open the gate and the runs. The estimated annual direct costs for this protocol, based on the historical frequency of calls are: Dispatch no additional costs for CEFS Granting access to dog runs minimal for Fire Truck gas Staffing: Call-outs for on-scene support $400 Calls handled over the phone $300 Total Annual Costs $700 While the existing After-hours On-Scene Support protocol may not be ideal, it works and it underscores Clarington's unique ability to cooperate among departments to minimize operating costs. REPORT NO.: CLD-009-12 PAGE 4 3. 24-Hour Animal Services 3.1 The resolution of Council to report on providing 24 hour Animal Services without relying on other Departments can be broadly interpreted as providing: • full enforcement services including: patrolling, call receipt, investigation, animal pick-up; • full sheltering services including: animal intake, adoptions, responding to enquiries over the phone, email and on site at the Shelter; and • Call Reception Services 3.2 The current staff complement of Clarington Animal Services includes: 1x Full-time Senior Animal Services Officer 3 x Full-time Animal Services Officer 1 x Part-time Animal Services Officer 1 x Part-time Clerk 1 Shelter Receptionist This staff complement is managed/supervised by the Deputy Clerk. 3.3 The regular business hours of the Shelter are as follows: SHELTER BUSINESS HOURS ADOPTION HOURS Monday - Friday Monday - Friday 8:00 AM - 5:30 PM 10:00 AM - 5:30 PM Saturday Saturday 8:00 AM - 2:30 PM 8:00 AM - 2:30 PM To cover these business hours, Officers work a straight 8 hour shift for a total of 40 hours per week, Monday through Saturday. Full-time staff is typically scheduled to work 7:00 am - 3:00 pm or 10:00 am - 6:00 pm on a four-week shift rotation. Staff working the later shift has a primary focus of enforcement duties, while the early shift has a primary focus of sheltering activities. The Part-time Officer typically works Friday, Saturday and Sunday. During staff absences, shifts are often modified to cover the shelter services and to minimize staff working alone. 3.4 The 2012 budget for Animal Services salary related expenses is estimated to be $379,584. 3.5 Full Enforcement Services To extend full Animal Services enforcement services beyond the current hours of service would have significant budget and operational implications. The Officers currently work an 8 hour shift, and to ensure back-up support and Officer safety, we schedule a minimum of 2 Officers. This existing staff complement has been REPORT NO.: CLD-009-12 PAGE 5 in place since 2003. At that time, our service levels were 1 officer per approximately 18,750 people. Our existing service levels are 1 officer per approximately 22,250 people with a rise in the urban population sector. That said, to expand our services beyond our current business hours would require additional staff. To cover the remaining hours of a 24-hour schedule, we would require additional officers and shift supervisors. The officers would be expected to perform enforcement related duties, tend to emergency calls and conduct regular patrols. The shift supervisor would be required to process enquiries, dispatch calls to the Officers and support the officers as required. In addition to increased staffing costs, we anticipate there to be an increase in utilities, gas, and wear and tear on vehicles and equipment. From an operational perspective, Animal Services staff have traditionally worked a Monday through Saturday, day-time schedule. However, recent COPE negotiations has provided for the possibility of introducing shift scheduling seven days a week, around the clock, which could facilitate a smoother transition to a 24-hour schedule should future demands require this service. It should be noted that the existing staff numbers are required to support current service levels, such that an increase in staff complement would be required to extend the service beyond the current schedules. Clarington Animal Services has never offered 24-hour enforcement services. Of the municipalities contacted, the only municipality offering 24-hour enforcement services is the City of Oshawa; as detailed in Attachment 1. Oshawa has a staff complement of 23 Officers (19 full-time and 4 part-time). Their officers are "generalized" in that they enforce all municipal by-laws not just those relating to animal services. The estimated additional costs for offering a 24-hour Full Animal Enforcement Services are: Wages / benefits $775,000 [new staff] Uniforms and Personal Protective $10,000 Equipment Increased Veterinarian costs for injured $3000 animals owner unknown Total Annual Costs $788,000 3.6 Full Sheltering Services As stated above for full enforcement services, to extend full Sheltering services beyond the current hours of service would have significant budget and operational implications. Should Council elect to offer full sheltering services in addition to the 24-hour enforcement services, additional full-time kennel attendants (a role currently not defined or evaluated under the Pay Equity program) would be required to staff the shelter; one REPORT NO.: CLD-009-12 PAGE 6 per each 8 hour shift. The kennel attendant would be required to tend to the animals as required, work with clients who may be attending the shelter, and provide support as needed to the supervisor. The estimated additional costs for offering 24-hour full Sheltering Services are: Wages / benefits $171,000 new staff] Uniforms and Personal Protective $1000 Equipment Total Annual Costs $172,000 3.7 After-hours Emergency Services As stated earlier in this Report, Animal Services staff provided after-hours emergency services to our community prior to August 2009. Under the protocol at that time, CEFS Dispatch was the point of contact for the public and all calls were processed by them. Where a call did not constitute an emergency, the caller was advised to leave a message with the Animal Shelter and an Officer would contact them the next business day. Where a call did constitute an emergency, Dispatch would call the on-call Officer. As detailed in Attachment 1, all neighbouring and Durham Region municipalities offer some sort of after-hours emergency animal services, with the exception of the City of Kawartha Lakes, and Clarington. To re-instate an after-hours emergency animal service and not rely on any other department (ie. CEFS), would require a third party call centre contract service to receive and screen calls and to dispatch the on-call Officer. The estimated additional costs for offering an After-hours Emergency Services are (based on 2008/9 call volumes): Wages (with existing staff) $25,000 Third party call centre $3000 Increased Veterinarian costs for injured $3000 animals owner unknown Total Annual Costs $31,000 4. CONCURRENCE — Gord Weir, Director of Emergency and Fire Services and Marie Marano, Director of Corporate Services have read and concur with this Report. 5. CONCLUSION The after-hours emergency Animal Services was discontinued by Council in 2009 as a cost savings measure. Since discontinuing the service, staff has encountered a variety of challenging situations which have occasionally been not well received by the public, (eg. such as when a person encounters a sick or injured animal and the expectation is REPORT NO.: CLD-009-12 PAGE 7 that Clarington staff will take responsibility for the animal and yet the service is not offered). However, there has been no public outcry. The current on-scene support protocol has caused a variety of procedural issues for CEFS staff in that they have had to deal with challenging calls which would have traditionally been handled by the Animal Services on-call Officer. Additionally, CEFS staff have provided gate access service to DRPS to grant them entry to the shelter after-hours. Some Animal Services Officers have found it difficult to accept that there may be sick or injured animals needing attention in our community. The On-scene Support Protocol which has evolved, however, with the cooperation of CEFS, Animal Services and DRPS is a testament to staff's desire to deal with emergency situations while maintaining cost containment. While no funds have been included in the 2012 Budget to accommodate a different level of Animal Services than what is currently being offered to our community, the estimated annual budget impact is as follows: Service Budget Implications Full 24-hour Animal Enforcement Services $788,000 Full 24-hour Animal Enforcement Services $960,000 and full Sheltering Services After-hours emergency Animal Services $31,000 Status Quo Support with To party call $3000 centre Status Quo No budget implications 2012 Division Budget -- $541,784 CONFORMITY WITH STRATEGIC PLAN — Not Applicable Staff Contact: Anne Greentree, Deputy Clerk Attachments: Attachment 1 — Hours of Services — Other Municipalities Attachment 2 —Animal Services Emergency Protocol (June 2008) Attachment 3 — On-scene support protocol List of interested parties to be advised of Council's decision: ATTACHMENT To REPORT# c > o = F- v O a U H c L m m + W m e p O O 6 a O U °N 4 > n in 4 -c � a a N i O LJ 0 c U L c w L ,Q O C on EL U ° ca O i M vi Ln N O �' v) v� N a r.4 -0 a) t .a � "O -0 a U a ,O c v, ,� L 4- X O y •U E O GJ X O oc U a u 0 "- a 'an 'v a C � U U L N 1- @ L C O L co L T i L t , a a1 c O CL a C O aC) O Q O _CL = Q ' a U L c a > a C o .° 7 L ca L O a O a a O 4- f° a) O L O 0- 0 d O a V) U o 0 ti O a u. 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Cell Pager External Contacts Region of Durham Health Department 905 723-8521 John the Trapper Humane Society of Durham Region 905 433-2022 Ministry of Natural Resources (Foxes, Migratory (905) 713-7400 Birds and Wildlife A. WHAT IS AN EMERGENCY? 1. A seriously injured stray dog or cat, that requires immediate veterinary care, with no identification tag and no owner present. 2. A potentially rabid animal that has been in contact with humans through touch or a bite. ONLY if the emergency fits this PROTOCOL, take the following information and then page the on-call officer: • Name of Caller • Telephone Number • Address of caller(full address) • exact location of injured animal • When it is a request from the Durham Regional Police, please get badge number or contact number THE ANIMAL SERVICES OFFICER WILL ONLY ATTEND IF THERE IS A WAY TO CONFIRM THE CALL BEFORE ATTENDING. For our personal safety, we can only attend if the caller identifies himself/herself. Note, prior to attending the officer may contact the caller and seek any additional pertinent information. B. WHAT IS NOT AN EMERGENCY? 1. Barking dog 2. stray dog running at large that has not come in contact with a person 3. a lost or found pet For these types of calls, request the caller to leave a voice mail message at(905)623-7651 or call the shelter during regular hours and you may direct them to the Clarington Website. An Animal Services Officer will contact them during shelter hours. Suggested Solutions: Situation Agency Contact Aggressive stray dogs or Durham Regional Police 905-579-1520 possibly rabid animals without human contact Injured owned animals Advise owner to contact their vet clinic or 905-576-3031 the Animal Emergency Clinic Stray Livestock Municipal Poundkeepers James Coombs Brian Souch Bear Sighting Ministry of Natural Resources—Bear Hotline 1-866-514-2327 Injured Wildlife Toronto Wildlife Centre 416-631-0662 www.torontowildlifecentre.com IF YOU CANNOT REACH THE ANIMAL SERVICES OFFICER on the pager or on the cell phones CONTACT: Patti Barrie, Municipal Clerk at—OR Anne Greentree at®. Anne Greentree, Deputy Clerk r ATTACHMENT#-2—TO REPORT# jU�009� Clarington Animal Services ,; trrr toil AFTER HOURS Emergency On-Scene Support Protocol 1. Animal Services Officer On-Scene Assistance: (905-623-7651 -daytime) An Animal Services Officer may be called out for EMERGENCY support ONLY in one of the following situations to support DRPS and/or Clarington Fire Services: ➢ Vehicle accident scene ➢ Fire scene ➢ Police tactical scene (including retrieval of shot dog) Dog bite/attack Note, where a domestic animal is involved in an accident or other emergency situation they can become very agitated and demonstrate unpredictable behavior, and as such, prior to the Animal Services Officer being called out, arrangements shall be made where possible to have the animal owner, family member or friend to take temporary custody of the animal. Also Note: Where the animal must be shot, be sure not to shoot it in the head, as the animal's brain may have to be tested to verify rabies. 2. Shelter Hours: ANIMAL SHELTER PUBLIC HOURS: WEEKDAYS - 8AM to 5:30 PM SATURDAYS - 8AM to 2:30 PM ADOPTION HOURS: WEEKDAYS - 10AM to 5:30PM SATURDAYS - 8AM to 2:30 PM ANIMAL SERVICES OFFICERS WORK HOURS WEEKDAYS - 7AM to 6 PM SATURDAYS - 7AM to 3 PM SUNDAYS AND STATUTORY HOLIDAYS 7 AM to 1 PM (Shelter closed — Staff in for cleaning and feeding (until cleaning and feeding done) only) 3. Requesting Assistance: Where after hours on-scene assistance is required, as per Section 1 above, a request for an Animal Services Officer on scene shall be made through the Clarington Emergency Services dispatch. Where an Officer is available to respond, the Officer shall report to the scene asap. Although every effort shall be made by Clarington Animal Services to respond to the request, Clarington Animal Services cannot guarantee that an Officer will be available for on-scene support outside of regular business hours. 4. Non-emergency Resources: Please see the reverse side of this Protocol for information and resources pertaining to other situations that may arise outside of the Clarington Animal Services regular business hours, which are considered non-emergencies as per this Protocol. Non-emergency Reources: Situation Agency Contact Barking dog Advise the caller to call the shelter and you may 905-623-7651 direct them to the Clarington Website. An Animal Services Officer will contact them during shelter hours. Stray dog or cat Advise the caller to call the shelter and you may 905-623-7651 running at large that direct them to the Clarington Website. An Animal has not come in Services Officer will contact them during shelter contact with a person hours. Note: Dogs who have been running or who are scared often salivate excessively and drool and could be mistaken as being rabid. As well, their temperament could also be affected. Injured owned animals Advise owner to contact their vet clinic or the 905-576-3031 Animal Emergency Clinic Injured animals — Advise caller to contact the Animal Emergency 905-576-3031 owner unknown Clinic for advice Stray Livestock Municipal Poundkeeper Arnot Wotten Bear Sighting Ministry of Natural Resources — Bear Hotline 1-866-514-2327 Injured Wildlife Toronto Wildlife Centre 416-631-0662 www.torontowildlifecentre.com Lost or found pet Advise the caller to call the shelter and you may 905-623-7651 direct them to the Clarington Website. An Animal Services Officer will contact them during shelter hours. Animal in fire or police Fire Services has a key for a dog run at the custody or resident Animal Shelter. Fire Services may be willing to willing to transport accompany individual to enable the animal to be animal to shelter put into the dog run. Note, where weather is such a temperature that it would be unhealthy for the animal to remain in the run until an officer is on site the following morning, the animal cannot be put in the run but may be put in the kennel inside the garage at the shelter. Place the dog in the cage provided —water and food is adjacent to cage. If doing so, enter through the north garage door. To avoid tripping the security alarm, do not attempt to enter the Shelter beyond the garage. Also Note: a message must be left either on the animal services voicemail, or via email (Animal Services group contact), advising of the history of the animal left in the dog run. External Contacts Region of Durham Health Department 905 723-8521 Humane Society of Durham Region 905 433-2022 Ministry of Natural Resources (Coyotes, Foxes, (905) 713-7400 Migratory Birds and Wildlife January 3, 2012