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HomeMy WebLinkAboutCM Animal Services to Marin General Services AuthorityarryoF�� Agenda Item No: 4.b Meeting Date: February 2, 2015 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: CITY MANAGER Prepared by: Rebecca Woodbury, Management Analyst City Manager Approve AL-e="� SUBJECT: DELEGATION OF THE MANAGEMENT OF THE ANIMAL SERVICES PROGRAM TO THE MARIN GENERAL SERVICES AUTHORITY RECOMMENDATION: Adopt resolution approving the delegation of the overall management of the animal services program to the Marin General Services Authority SUMMARY: Cities are under a legal obligation to provide basic animal control service. San Rafael's animal control services such as dog licensing, sterilization, and sheltering of animals are provided by the County of Marin under a contract with the Marin Humane Society. The program is governed and financed by a 1979 Countywide Joint Powers Agreement (JPA) that includes the County and all cities/towns in Marin County. The Marin General Services Authority (MGSA) was formed in 2005 under a joint powers agreement with the County of Marin, eleven municipalities within Marin (including San Rafael), and two community service districts. The charter of the MGSA is to administer, finance and govern various municipal services in an efficient and transparent way. Such services include street light maintenance, taxi regulation, and the Marin Climate Energy Partnership, among other things. Given the countywide nature of animal services, the County of Marin recommended that the overall management of this program be assumed by the MSGA. On January 13, 2015 the County Board of Supervisors authorized a memorandum of understanding (MOU) with MGSA for the management of the countywide Animal Services Program. The MOU's scope of work for MGSA includes budget preparation; cost share allocations for member cities and towns; coordination of inquiries from the public as well as member cities and towns; coordinating JPA communications; and leading contract negotiations. The County will still retain some financial related administrative responsibilities including accounts payable/accounts receivable functions, injured animal invoicing, and coordination of member cities and towns with regards to the agreement. The MSGA's first task will be to begin contract negotiations with the Marin Humane Society, whose current contract expires June 30, 2015. These negotiations, as in years past, will include a representative from the County Administrator's Office as well as a subcommittee from the Marin Managers Association. FOR CITY CLERK ONLY File No.: -f g -i - Council Meeting: Disposition: &-coi-020^2 L-2713 SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 FISCAL IMPACT: No impact to the City. The County will use half of the administrative cost recovery per its contract with the Marin Humane Society to compensate MGSA for their services ($20,000/year). RECOMMENDED ACTION: Staff recommends City Council adopt the attached Resolution. ATTACHMENTS: Resolution with Exhibit A — Memorandum of Understanding RESOLUTION NO. 13873 RESOLUTION OF THE CITY OF SAN RAFAEL APPROVING THE DELEGATION OF THE OVERALL MANAGEMENT OF THE ANIMAL SERVICES PROGRAM TO THE MARIN GENERAL SERVICES AUTHORITY WHEREAS, since 1979 the City San Rafael is party to a cooperative Animal Services Joint Powers Agreement with the County of Marin and the other cities and towns in the County through which the County has contracted with the Marin Humane Society to provide animal control services to the cities, towns and unincorporated areas of the County, with services funded by fees for animal control services and programs and direct payments from the towns, cities and the County; and WHEREAS, this City San Rafael is also a member of the Marin General Services Authority with the County of Marin and the other cities and towns in the County; and WHEREAS, the Marin General Services Authority (MGSA) was established to efficiently and transparently administer various local government functions for the mutual advantage of its members; and WHEREAS, the County and Animal Services Joint Powers Agreement member cities and towns agree to delegate administration of the Animal Services program from the County to the MGSA as an additional program under its management given the MGSA's charter and experience effectively managing other shared programs of a countywide nature; and WHEREAS, the County of Marin and the Marin General Services Authority entered into a separate Memorandum of Understanding effective January 8, 2015 clarifying the responsibilities of the MGSA with respect to management of the Animal Services Program; and WHEREAS, the Marin County Board of Supervisors on January 13, 2015 affirmed and authorized this Memorandum of Understanding with the Marin General Services Authority regarding delegation of administration of the Animal Services program to the MGSA; and WHEREAS, the overall costs of the Animal Services Program to all member cities and towns will not change as a result of the MOU and MGSA's new management of the program. NOW, THEREFORE, BE IT RESOLVED that the City of San Rafael hereby affirms and agrees to the Marin General Services Authority's assumption of the overall management of the Animal Services Program, as set forth in Exhibit "A" — "Memorandum of Understanding", attached hereto and incorporated herein by reference; and FURTHER, BE IT RESOLVED that this Memorandum of Understanding authorized herein does not affect the relationship between the County of Marin and the cities or towns with respect to the Animal Control Program. I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the foregoing Resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of said City held on Monday, the 2"d of February, 2015, by the following vote, to wit: AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: None ESTHER C. BEIRNE, City Clerk Memorandum of Understanding between the Marin General Services Authority and County of Marin Delegating Administration of the Marin Animal Services Program This Memorandum of Understanding (MOU) is made and entered into the 8th day of January, 2015 between the Marin General Services Authority (Authority) and the County of Marin (County). WHEREAS, since 1979 the County is party to a cooperative Animal Services Joint Powers Agreement with the other cities and towns in the County through which this County provides animal control services to the cities, towns and unincorporated areas of the County via contract with the Marin Humane Society, with services funded by fees for animal control services and programs and direct payments from the towns, cities and the County; and WHEREAS, the Marin General Services Authority (MGSA) was established to efficiently and transparently administer various local government functions for the mutual advantage of its members; and WHEREAS, the County and Animal Services Joint Powers Agreement member cities and towns agree to delegate administration of the Animal Services program to the MGSA as an additional program under its management; and WHEREAS, this MOU will clarify the responsibilities of the MGSA with respect to management of the Animal Services Program. NOW, THEREFORE, BE IT RESOLVED that the County and the Authority agree as follows effective January 8th, 2015 with respect to the delegation of Animal Services to the MGSA: Overview of Activities County, due to its economy of scale, will continue to perform certain financial related responsibilities, including: • Accounts Payable/Accounts Receivable functions on a monthly basis, including invoicing to member cities and towns; Marin Humane Society billing and payments; and Central Collections; and • Injured Animal Invoicing for the Injured Animal Program; and • Continuing the relationship with member towns and cities relative to the agreement between them and in the consideration and adoption of any ordinance amendments. Authority will assume overall management of Animal Services Program as outlined in the attached Scope of Work (Exhibit 1), including: Page 1 of 4 • Budget preparation; and • Cost share allocations for member cities and towns; and • Coordinating inquiries, whether from the public or from member cities and towns; and • Coordinating JPA communications; and • Leading contract negotiations. Cost of Services and Payment Terms County will pay Authority one-half of its administrative recovery per its contract with the Marin Humane Society for Authority's management of the Animal Services program, calculated on the basis of one-quarter of the full cost of a County Administrative Analyst III position. For the term of this agreement, one-half of $40,000 will be remitted to Authority each fiscal year upon receipt of an invoice. For the period January through June, 2015, $10,000 will be remitted for services performed upon receipt of an invoice. Duration and Termination The agreement will commence upon execution and will remain in effect until the 30th day of June, 2018. This agreement may terminate upon sixty (60) notice of either party. If terminated prior to expiration of this MOU, County will pay Authority a pro -rata share of the fiscal year in which the early termination occurs. Notices Notices shall be given to Authority at the following address: Executive Officer Marin General Services Authority 555 Northgate Drive San Rafael, CA 94903 Notices shall be given to County at the following address: County Administrator, County of Marin 3501 Civic Center Drive, Rm 325 San Rafael, CA 94903 Page 2 of 4 San Rafael, CA 94903 Accepted by: Marin General Service Authority: Paul Berlant, Executive Officer date County of Marin: 4ZAIC.�' J Ila f IJ/r Katie Rice, President, Board of Supervisors Date mm Exhibit 1 • Budget will be prepared based on contract agreement with the Marin Humane Society. • Animal Control Services costs for upcoming fiscal year — Request list from Humane Society regarding Service Calls for each jurisdiction, and update for most current California Dept. of Finance population data for each city and town in April. • Respond to animal control policy issues, calls from cities or public inquiries/complaints. • Prepare periodic communication with City/Town Managers advising them of current issues/status, or changes involving Animal Control; and Budget update information. • Negotiate Marin Humane Society contract renewal with assistance from participating JPA member jurisdictions between January and June, 2015 to include multiple meetings with cities, towns and MHS depending on contract issues/costs. • Prepare Board reports, work with County Counsel relative to any changes in the Animal Control Ordinance and with cities/towns to ensure adoption by reference as needed to update language or legal provisions. Page 4 of 4 CITY OF SAN RAFAEL ROUTING SLIP / APPROVAL FORM INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF A CONTRACT, AGREEMENT, ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY. SRRA / SRCC AGENDA ITEM NO.:.a DATE OF MEETING: �-I ti I . FROM: DEPARTMENT:w DATE: C). 1 '1) D) � TITLE OF DOCUMENT: ,.,..yr x (j""'j Department Head (signature) *** *** *** *** *** *** *** *** *** *** *** *** *** *** *** *** (LOWER HALF OF FORM FOR APPROVALS ONLY) APPROVED AS COUNCIL / AGENCY AGENDA ITEM: City Manager (signature) NOT APPROVED REMARKS: APPROVED AS TO FORM: l mw City Attorney (signature)