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FY2008-40 Agreement Between the City of Kodiak and Kodiak Island Borough for Animal Control Services ANIMAL CONTROL CONTRACT Between the CIT OF KODIAK and the KODIAK ISLAND BOROUGH THIS AGREEMENT is made and entered into by and between the KODIAK ISLAND BOROUGH, hereinafter "KIB" and the CITY OF KODIAK, hereinafter "CITY," in consideration of the mutual promises contained herein and shall be effective on the day, month, and year last herein specified. WHEREAS, the KIB adopted Ordinance No. 86-16-0(A) authorizing the control of animals outside of cities for the purpose of protecting the public health and safety; and WHEREAS, the KIB wishes and is authorized to contract for animal control service by Kodiak Island Borough Subsection 6.04.150(C); and WHEREAS, the CITY is willing to provide said services to the KIB. NOW, THEREFORE, the parties hereto covenant and agree as follows: Section 1. DEFINITIONS. In this contract: A. "KIB" means the Kodiak Island Borough. B. "Animal Code" means Chapter 6.04 of the Kodiak Island Borough Code and any amendments thereto. C. "Animal Shelter" means the City of Kodiak Animal Shelter. D. "Chief Animal Control Officer" means the Kodiak Island Borough Manager or his/her designee. E. "Complaint" means a request to the CITY for service or services. F. "CITY" means City of Kodiak, its agents and employees. Section 2. SCOPE OF SERVICES. A. The CITY shall provide personnel, supplies, equipment, and a facility to perform those animal control services set forth in this contract. B. No services other than those specifically described in this contract will be provided. The CITY may, however, at its own expense provide such other services as are appropriate and not inconsistent with this contract. City/Borough Animal Control Contract No. 133121 through lun 30, 2013 ~e.f>(..lGJf am~ i4- 'fVruxJ8"-c{l) Page 1 of 5 Section 3. ENFORCEMENT AND COMPLAINT RESPONSE; ANIMAL CONTROL OFFICER(S). A. The CITY shall employ Animal Control Officer(s) who shall respond to complaints in the following priority: (1) Kodiak Police Department and Alaska Troopers emergency calls; (2) quarantine violations; (3) dog bites or vicious dogs; (4) injured animals; (5) cruelty to animals; (6) trapped animals; (7) loose animals; (8) animal noise complaints; and (9) patrol of neighborhoods experiencing animal nuisance problems. B. The CITY shall assign Animal Control Officer(s) to patrol Monashka Bay, Spruce Cape, and Bells Flats on a regular basis. The CITY shall also assign Animal Control Officer(s) to serve Chiniak, and other remote areas on an emergency call basis. C. Animal Control Officer(s) shall issue citations for subject violations of the Animal Code, participate in the prosecution of such citations, and investigate and prepare reports regarding serious code violations. Officers shall impound stray dogs and other animals which are subject to impoundment; when necessary, bring animals into the Animal Shelter under protective custody; enforce the quarantine of animals that have bitten persons; inspect, for sanitary conditions, premises where animals are kept; administer first aid to animals; participate in administrative hearings at the request of the Chief Animal Control Officer; and generally assist, in a professional manner, citizens and other law enforcement agencies who have requested help with animal problems. D. The CITY shall provide around-the-clock, seven-days-per-week telephone answering service to accept and record animal complaint and information calls from the public. E. The CITY shall use its best efforts to respond in a timely manner to all complaint calls of an emergency nature (e.g., vicious animals, cruelty to animals, trapped animals) received during working hours (Monday through Friday 8:30 a.m. to 4:30 p.m.). A timely response is one in which the Officer arrives not more than seventy-five (75) minutes after the request for service has been made. F. Scheduled patrol and non-emergency animal control officer-response service shall be made available to the public daily, with hours apportioned over a five-day week so as to provide coverage for the heaviest complaint periods. Periodic adjustments in the times covered may be made as necessary. Section 4. CARE, REDEMPTION, ADOPTION, AND DEPOSITION OF ANIMALS. Care, redemption, adoption, and deposition of animals and hours of Animal Shelter operation shall coincide with those established by the CITY, as a municipal government, for Animal Control operations presently administered within the city limits. The CITY will provide the facility and furnishings, patrol vehicles, operating supplies, and insurance. Section 5. INSURANCE. A. The CITY shall provide insurance coverage in the following amounts: a. Workers' Compensation insurance as required by AS 23.30.045 or any other applicable statutes or regulations. b. General Liability insurance with a minimum of $10,250,000 per occurrence and/or aggregate combined single limit, personal injury, bodily injury, and property damage. City/Borough Animal Control Contract No. 133121 through Jun 30, 2013 Page 2 of5 c. Vehicle Liability insurance including applicable uninsured/underinsured coverage, with limits of liability of not less than a minimum of $1,000,000 per occurrence combined single limit bodily injury and property damage. B. The following shall be Additional Insured's: The KIB, including all elected and appointed officials, all employees and volunteers, all boards, commissions and/or authorities and their board members, employees and volunteers. This coverage shall be primarily to the KIB, and not contributing with any other insurance or similar protection available to the KIB, whether other available coverage be primary, contributing, or excess. C. To the fullest extent permitted by law, the CITY agrees to defend, indemnify, and hold harmless the KIB, its elected and appointed officials, employees, and volunteers against any and all liabilities, claims, demands, lawsuits, or other losses, including costs and attorney fees incurred in defense thereof, arising out of or in any way connected or associated with this contract. D. A sixty (60) day Notice of Cancellation or Change, Non-Renewal, Reduction and/or Materials Change shall be sent to the KIB at the address indicated in Section 11 (Notices) of this agreement. E. The CITY shall provide evidence of coverage to the KIB at the time that the contract is executed, as listed below: . Two (2) copies of Certificate of Workers' Compensation Insurance . Two (2) copies of Certificate of General Liability Insurance . Two (2) copies of Certificate of Vehicle Liability Insurance F. If any of the above coverage expires during the term of the contract, the CITY shall deliver renewal certificates and/or policies to the KIB at least ten (10) days prior to the expiration date. The CITY shall not commence operations under this agreement until they have obtained the coverage required under the terms of this agreement. All coverage shall be with insurance carriers licensed and admitted to do business in the State of Alaska. All coverage shall be with carriers acceptable to the KIB. If the CITY fails to comply with the insurance requirements of this agreement, the KIB may terminate the agreement on ten (10) days written notice. The CITY covenants to maintain all insurance policies required in this agreement for the period of time in which a person may commence a civil action as prescribed the the applicable statute of limitations. The coverage required by this agreement shall cover all claims arising in connection with the CITY activity authorized under this agreement, whether or not asserted during the term of this agreement and even though judicial proceedings may not be commenced until after this agreement expires. City/Borough Animal Control Contract No. 133121 through Jun 30,2013 Page 3 of5 Section 6. LICENSING. A. The CITY shall administer the licensing of individual dogs as stated in the Animal Code and in the KIB fee schedule. B. The CITY shall post a public notice in the Animal Shelter lobby, as well as provide periodic newspaper and public service announcements, stating that all dogs over three months of age must be licensed. C. All tags, certificates, and other supplies necessary for licensing will be provided by the CITY. Section 7. CUSTOMER SERVICE. The CITY will operate the Animal Shelter seven days per week, maintain published hours for public access to recover or adopt animals five days per week, and have available emergency response capability to access the Animal Shelter on a twenty-four (24) hour per day basis. Section 8. FEE COLLECTION. A. The CITY shall collect any licensing fees authorized by the Animal Code and periodically transfer the amount collected to the KIB. B. Kodiak Island Borough may conduct a periodic audit or review of the CITY's fee collection process. Section 9. CONTRACT TERM. This contract is effective from the date of execution through June 30, 2010. Section 10. CONTRACT ADMINISTRATION AND MANAGEMENT. A. The Chief Animal Control Officer shall administer this contract on behalf ofKIB. B. The Kodiak City Manager shall administer this contract on behalf of the CITY. Section 11. NOTICES. Any notice required pertaining to the subject of this contract shall be personally delivered or mailed by prepaid first class registered or certified mail, return receipt requested, to the following addresses: KODIAK ISLAND BOROUGH Borough Manager 710 Mill Bay Road Kodiak, AK 99615 CITY OF KODIAK City Manager 710 Mill Bay Road #220 Kodiak, AK 99615 CitylBorough Animal Control Contract No. 133121 through lun 30, 2013 Page 4 of5 Section 12. INSPECTION AND RETE DS. The CITY shall maintain an accounting ~ expenditures and shall allow KIB to examine such records as well as any of the CITY's records with respect to animal control matters at all times during normal business hours and as often as KIB may deem necessary, including the City's approved records retention period after the termination of this contract. The CITY shall permit KIB to audit, examine, and make copies, and/or excerpts or transcripts from such records and to audit all invoices, materials, payrolls, records or personnel, and other data relating to any matter covered by this contract. The CITY shall maintain all of its records pertaining to this contract for a period of not less than two years after termination of this contract. Section 13. BUDGET AND REIMBURSEMENT OF EXPENSES. A. Upon condition of satisfactory performance in all respects by the CITY and subject to the remainder of this section, KIB shall pay the CITY a sum of $84,125 per year. The compensation shall be paid in semi-annual installments, July 1 and January 1. B. The CITY and KIB shall separately assume any legal costs associated with animal control enforcement within their respective areas of jurisdiction. C. The KIB shall be responsible for direct costs associated with the transportation, lodging, feeding, and veterinarian services for animals outside the CITY that cannot be transported by the Animal Control Officer and/or are not able to be lodged at the Kodiak Animal Shelter, provided prior written approval has been obtained from KIB. Section 14. AMENDMENT OR TERMINATION. This Agreement will become effective July 1, 2008, and continue in force until June 30, 2010, except that, in addition to the termination provisions in Section 6.F. (Insurance), it may be terminated by either party upon thirty (30) days written notification to the other. This Agreement may be amended by written agreement of the parties. IN WITNESS WHEREOF, the parties have executed this contract on the date and at the place shown below: CITY OF KODIAK KODIAK ISLAND BOROUGH ATTEST: City/Borough Animal Control Contract No. 133121 through Jun 30, 2013 Page 5 of5 HUMANE SOCIETY OF KODIAK FY2009 AND FY2010 BUDGET NARRATIVE Kodiak Animal Shelter Operations Payroll - The numbers are based on a variety of factors. The first is the pending departure of Kathy Dacquilanea, effective June 30,2008. We propose to hire a full-time "Shelter Manager", who will be responsible for maintaining all records for the effective operation of the Shelter, as well as scheduling of employees, transporting of animals and/or materials to the vet, the airport, etc. The shelter currently maintains (2) two part-time Shelter Assistant positions, whose primary responsibilities are the health and welfare of the animals in residence at the Shelter. Additionally, we currently maintain (2) two part-time Kennel Technicians whose primary role is to provide assistance to the Shelter Assistants. This level of staffing is necessary in to ensure that the shelter operations run efficiently and the shelter itself is a safe and healthy environment for both the animals and the public. Payroll Taxes - The current rate of payroll taxes is 13% of personnel expenses. The taxes include, but are not limited to, all required federal payroll taxes and state unemployment. The budget reflects the 13% payroll tax based on budgeted personnel expenses. Public Education - This includes, but is not limited to, expenses incurred for materials (handouts) and travel expenses to visit local schools, programs, etc, to teach children (primarily) about responsible pet ownership. Staff Training - In hiring new staff as noted above, we propose to bring in trainers from off-island for all staff, rather than send individuals for training. Jthanasia - Incineration and related veterinary expenses - Increased costs, combined with increased numbers, necessitate this request. Cleaning Supplies - We anticipate maximum capacity, which will require a great deal oftime and cleaning materials, to maintain a healthy environment, for animals, staff and the public in general. Building Maintenance - This category includes any emergency situation, i.e. water line break on the washing machine, broken windows, vandalism which would have to be repaired immediately, etc. Electricity - The cost of electricity has increased substantially, no matter how much we attempt to conserve energy. Garbage Service - We have historically minimized the usage of the on-site dumpster in order to avoid excessive costs, which were not factored in to prior year budgets. Heating Fuel - Self explanatory. We have, historically, kept the thermostat at a barely functional level for staff. 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C C .rl .0: H U ;:l II o ~.r-!...--l en o C 0 '" r- Orl r- 0 <1l X IlJ IlJ UO E-< .0: r., II ur., :<<1> '" OP <.'J '" 0<1> '" 0 U fiI <.'J <.'J KODIAK ISLAND BOROUGH AGENDA STATEMENT JUNE 19,2008 REGULAR MEETING ITEM NO: 13.A.1 TITLE: Contract No. FY2008-40 Kodiak Island Borough and City of Kodiak Animal Control Agreement. SUMMARY: The Kodiak Island Borough and the City of Kodiak jointly fund the animal control program. The City provides the Officer (including the management - payroll, evaluation, and training); the truck (including maintenance); and contracts with the Humane Society to operate the shelter. The Animal Control Officer patrols the City limits as well as the remainder of the road system outside the City limits. The population of this area is roughly split 50-50 between city residents and non-city residents. The attached Humane Society statistics for FY07 are attached and demonstrate that a large number (especially dogs) of animals and types of animals are processed through the shelter. There is an increase in the budget from the FY08 amount of $72,380 to the FY09 cost of $84,125. This increase is for professional services expenditures associated with the running of the shelter and includes such things as veterinary costs and building operations, maintenance and improvement costs. The term of the contract is two years and expires on June 30, 2010. FISCAL NOTES: Account No. 100-186 Amount Budgeted: $84,125 Expenditure Required: $84,125 APPROVAL FOR AGENDA: ~ of~ RECOMMENDED MOTION: Move to authorize the manager to execute Contract No. FY2008-40 with the City of Kodiak for animal control services for the period of July 1, 2008 through June 30, 2010 in the amount of $84,125 per year.