10.A.
City Council Meeting - FINAL
- Meeting Date:
- 07/07/2020
Information
TITLE:
Consideration and Adoption of Resolution No. 2020-42: A resolution approving an Amendment to an Intergovernmental/Third-Party Agreement between the City of Flagstaff, Coconino County and Paw Placement of Northern Arizona (PPNAZ) for Animal Sheltering Services.
STAFF RECOMMENDED ACTION:
1) Read Resolution No. 2020-42 by title only
2) City Clerk reads Resolution No. 2020-42 by title only (if approved above)
3) Adopt Resolution No. 2020-42
2) City Clerk reads Resolution No. 2020-42 by title only (if approved above)
3) Adopt Resolution No. 2020-42
Executive Summary:
Approval of Amendment One to the IGA with Coconino County for animal shelter service that includes language for PPNAZ requested increases over the next two fiscal years (FY 2020-2021 and FY 2021-2022) and is contingent upon annual budget approval of the allocation by Council; and, includes language to provide an initial increase of $26,583.00 for the Fiscal Year 2019-2020. The amendment also includes needed clarifying language and definitions of terms.
Financial Impact:
The FY 2019-20 increase of $26,583.00 was approved by the Budget Team at the direction of City Council. The FY 2020-21 increase of $79,200.00 is allocated in the budget as recently approved by City Council. The FY 2021-22 increase of $79,200.00 is contingent on City Council approval during the budgeting process for FY 2021-22.
Policy Impact:
None.
Connection to Council Goal, Regional Plan, CAAP, and/or Strategic Plan:
3) Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics.
8) Improve the effectiveness of notifications, communication, and engagement with residents, neighborhoods and businesses and about City services, programs, policies, projects and developments.
Has There Been Previous Council Decision on This:
Council approved the initial IGA on October 16, 2020, Resolution #2018-47.
On March 10, 2020, High Country Humane presented an overview of their operations and financial information related to the cost of running the shelter. High County Humane requested $26,583 in funding from the City to support FY 2019-20 operations and $79,200 in funding from the City to support the FY 2020-21 and FY 2021-22 operations. Council gave management direction to fund the FY 2019-20 request and consider the additional request as part of the budget process.
On March 10, 2020, High Country Humane presented an overview of their operations and financial information related to the cost of running the shelter. High County Humane requested $26,583 in funding from the City to support FY 2019-20 operations and $79,200 in funding from the City to support the FY 2020-21 and FY 2021-22 operations. Council gave management direction to fund the FY 2019-20 request and consider the additional request as part of the budget process.
Options and Alternatives:
1. Approve Amendment One to the Intergovernmental Agreement/Third-Party Agreement (IGA) with Coconino County and Paw Placement of Northern Arizona (PPNAZ).
2. Do not approve Amendment One and continue with the current IGA with Coconino County and PPNAZ as written.
2. Do not approve Amendment One and continue with the current IGA with Coconino County and PPNAZ as written.
Background and History:
In 2017, the City of Flagstaff was approached by Coconino County and asked if the City would be interested in a joint County/City Request for Proposals (RFP) for Animal Shelter Services. The owner of the Second Chance Center for Animals (SCC) indicated a possible interest in donating the property and building to Coconino County if the primary use and purpose were for an animal shelter. On April 27, 2018, a joint County/City request for Proposals (RFP) was advertised, and two (2) Proposers responded: Coconino Humane Society (CHA) and Paw Placement of Northern Arizona (PPNAZ).
After the evaluation/scoring process and negotiations with both Proposers, the City and Coconino Country determined PPNAZ to be the highest scoring meeting the needs of both agencies. On October 16, 2018, City Council approved Resolution #2018-47 approving the proposed IGA between the City of Flagstaff, Coconino County, and PPNAZ (attached to this staff summary). Additionally, this same IGA was presented and approved by the Coconino County Board of Supervisors on October 16, 2018.
During the first full year of service, PPNAZ experienced greater expenses during the initial startup year than originally anticipated. The data used to determine the initial startup was not accurate as it was difficult to determine precise costs associated with higher numbers of medical cases than originally projected, greatly increased veterinarian fees (double) than the prevailing fees at the time of response to the RFP, and a higher number of equipment and facility issues that needed to be brought into compliance than originally estimated.
In February 2020, PPNAZ approached both the City of Flagstaff and Coconino County requesting assistance to cover the higher expenses they were experiencing. The request was for an initial amount of $48,332.00 for Fiscal Year 2019/2020, with the City of Flagstaff portion being $26,583.00 (55%) and Coconino County's portion being $21,749 (45%) which is in line with the allocation percentages under Article III of the original IGA. PPNAZ also requested an increase of $145,000 for Fiscal Years 2020-2021 and 2021-2022 with the City's portion being $79,200 (55%) and Coconino County's portion being $65,800 (45%).
Staff from the City of Flagstaff, Coconino County, and PPNAZ drafted Amendment One to incorporate with the original IGA to allow for the requested increases. The language in the Amendment for the increase requires that the increases each year will only be contingent upon budget approvals of both the City Council and the Coconino County Board of Supervisors (see Section III of the Amendment). Staff decided to also take the opportunity to make clarifications to a few articles in the IGA that were somewhat ambiguous, this language was also drafted by staff in all three entities.
After the evaluation/scoring process and negotiations with both Proposers, the City and Coconino Country determined PPNAZ to be the highest scoring meeting the needs of both agencies. On October 16, 2018, City Council approved Resolution #2018-47 approving the proposed IGA between the City of Flagstaff, Coconino County, and PPNAZ (attached to this staff summary). Additionally, this same IGA was presented and approved by the Coconino County Board of Supervisors on October 16, 2018.
During the first full year of service, PPNAZ experienced greater expenses during the initial startup year than originally anticipated. The data used to determine the initial startup was not accurate as it was difficult to determine precise costs associated with higher numbers of medical cases than originally projected, greatly increased veterinarian fees (double) than the prevailing fees at the time of response to the RFP, and a higher number of equipment and facility issues that needed to be brought into compliance than originally estimated.
In February 2020, PPNAZ approached both the City of Flagstaff and Coconino County requesting assistance to cover the higher expenses they were experiencing. The request was for an initial amount of $48,332.00 for Fiscal Year 2019/2020, with the City of Flagstaff portion being $26,583.00 (55%) and Coconino County's portion being $21,749 (45%) which is in line with the allocation percentages under Article III of the original IGA. PPNAZ also requested an increase of $145,000 for Fiscal Years 2020-2021 and 2021-2022 with the City's portion being $79,200 (55%) and Coconino County's portion being $65,800 (45%).
Staff from the City of Flagstaff, Coconino County, and PPNAZ drafted Amendment One to incorporate with the original IGA to allow for the requested increases. The language in the Amendment for the increase requires that the increases each year will only be contingent upon budget approvals of both the City Council and the Coconino County Board of Supervisors (see Section III of the Amendment). Staff decided to also take the opportunity to make clarifications to a few articles in the IGA that were somewhat ambiguous, this language was also drafted by staff in all three entities.
Key Considerations:
Animal shelter services are a critical need for the City of Flagstaff.
To ensure that County and City requirements are met or exceeded, PPNAZ utilizes a Governance Board approach for oversight, transparency, and accountability of shelter operations. In support of this PPNAZ contracts for an annual CPA-overseen, independent audit. PPNAZ is also committed to providing professional services and programs to the community that include: public education (rabies, pet care, bite safety), adoption services, low-cost spay/neuter for dogs/cats, lost and found, and pet food banks for low-income assistance.
PPNAZ is committed to adherence to the requirements of the American Society for the Prevention of Cruelty to Animal (ASPCA) by putting Association of Shelter Veterinaries (ASV) Guidelines into action and these guidelines are incorporated into the IGA.
To ensure that County and City requirements are met or exceeded, PPNAZ utilizes a Governance Board approach for oversight, transparency, and accountability of shelter operations. In support of this PPNAZ contracts for an annual CPA-overseen, independent audit. PPNAZ is also committed to providing professional services and programs to the community that include: public education (rabies, pet care, bite safety), adoption services, low-cost spay/neuter for dogs/cats, lost and found, and pet food banks for low-income assistance.
PPNAZ is committed to adherence to the requirements of the American Society for the Prevention of Cruelty to Animal (ASPCA) by putting Association of Shelter Veterinaries (ASV) Guidelines into action and these guidelines are incorporated into the IGA.
Community Benefits and Considerations:
The City’s portion shall be $26,583.00 for Fiscal Year 2019-2020, and $79,200 for Fiscal Years 2020-2021 and 2021-2022 as approved in the budget process for each year.
Currently, the City is paying $280,500 ($23,375 per month) for the service and $12,390 annually for repair and replacement of systems and structural components. Note: The City pays their portion directly to the County and the County remits payment to PPNAZ.
The County Board of Supervisors approved this Amendment on June 23, 2020.
Currently, the City is paying $280,500 ($23,375 per month) for the service and $12,390 annually for repair and replacement of systems and structural components. Note: The City pays their portion directly to the County and the County remits payment to PPNAZ.
The County Board of Supervisors approved this Amendment on June 23, 2020.
Community Involvement:
The City of Flagstaff benefits by having an updated facility that will accept and provide care and shelter for the adoption of stray dogs and cats.