City Council Meeting - FINAL


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  11.D.       
Meeting Date: 11/15/2022  
From: Dan Musselman, Police Chief

Information
TITLE:
Consideration and Adoption of Resolution No. 2022-53:  A resolution approving the Second Amendment to the Intergovernmental/Third-Party Agreement between the City of Flagstaff, Coconino County and Paw Placement of Northern Arizona dba High Country Humane for Animal Sheltering Services
STAFF RECOMMENDED ACTION:
1) Read Resolution No. 2022-53 by title only
2) City Clerk reads Resolution No. 2022-53 by title only (if approved above)
3) Adopt Resolution No. 2022-53
Executive Summary:
This Second Amendment to Intergovernmental Agreement (IGA) with Coconino County and a Third-Party Agreement with Paw Placement of Northern Arizona dba High Country Humane (High Country) to provide Animal Sheltering Services includes language that all three of the involved parties requested. The Second Amendment to the IGA/Third-Party Agreement was drafted jointly by operational staff from all three entities. It includes further definitions and adds clarifying language to outline the roles and responsibilities of the parties.
Financial Impact:
In January 2022, High Country request a yearly increase to the IGA/Third-Party Agreement beginning in Fiscal Year 2022-23. The City and County began discussions on the impacts that the increase would have on Animal Sheltering Services. The City Council agreed to a one time increase for Fiscal Year 2022-23 in the amount of $124,500. This increase would add to the existing amount of $290,890 the City was already contractually obligated to pay. For Fiscal Year 2023-24, the compensation from the City will revert to the previous agreed upon amount of $290,890. It is anticipated that High Country may bring forward another funding request. 
 
The County portion (for FY2022-23) paid will be fifty-five percent (55%) of the compensation or $495,000 ($41,250 per month). The County shall remit $41,250 per month directly to High Country.

The City portion (for FY2022-23) paid will be forty-five percent (45%) of the compensation or $405,000 ($33,750 per month). The City shall remit $33,750 per month directly to High Country.

The County and City will pay yearly maintenance costs in the amount of $24,780 annually. The County portion will be $12,390 and the City portion will be $12,390, paid once annually. The City shall remit the $12,390 directly to High Country and the County shall remit $12,390 directly to High Country annually.
Policy Impact:
None.
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional 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:
On October 16, 2018, the City Council adopted Resolution #2018-47 approving an IGA between the City of Flagstaff and Coconino County and a Third-Party Agreement with High Country to provide Animal Sheltering Services. Additionally, this same IGA/Third-Party Agreement was presented to and approved by the Coconino County Board of Supervisors on October 16, 2018. 

In February 2020, High Country approached both the City and County requesting additional assistance to cover the higher expenses they were experiencing. High Country requested a one-time increase for Fiscal Year 2019-2020 in an amount of $48,332.00 ($26,583 City/$21,749 County) which is in line with the allocation percentages under the original IGA/Third-Party Agreement. High Country requested additional increases in Fiscal Years 2020-21 and 2021-22 of $145,000 ($79,200 City/$65,800 County) which is in line with the allocation percentages under the original IGA/Third-Party Agreement. High Country presented to City Council on March 10, 2020, about services and increase funding request. The City Council gave direction to amend the IGA/Third-Party Agreement with the requested increases. On July 7, 2020, the City Council approved Resolution #2020-42 approving the First Amendment to the IGA/Third-Party Agreement.
 
In January 2022, High Country sent a letter to the City requesting additional compensation. The City Council agreed to a one time increase of $124,500, for Fiscal Year 2022-23 only. Under the Second Amendment to the IGA/Third-Party Agreement presented today, the County portion (for FY2022-23) paid will be fifty-five percent (55%) of the compensation or $495,000 ($41,250 per month). The County shall remit $41,250 per month directly to High Country.  The City portion (for FY2022-23) paid will be forty-five percent (45%) of the compensation or $405,000 ($33,750 per month). The City shall remit $33,750 per month directly to High Country.

The County and City will pay yearly maintenance costs in the amount of $24,780 annually. The County portion will be $12,390 and the City portion will be $12,390, paid once annually. The City shall remit the $12,390 directly to High Country and the County shall remit $12,390 directly to High Country annually. 
Options and Alternatives:
1. Approve the Second Amendment to the IGA/Third-Party Agreement with Coconino County and High Country; or 
 2. Do not approve the Second Amendment to the IGA/Third-Party Agreement.
Background/History:
In 2017, City staff were approached by the 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 indicated a possible interest in donating the property and building to the County if the primary use and purpose were for an animal shelter. On April 27, 2018, a joint County/City RFP was advertised, and two proposers responded: Coconino Humane Society and High Country.

After the evaluation/scoring process and negotiations with both proposers, the City and the County determined that High Country was the highest scoring organization that met the needs of both agencies. On October 16, 2018, the City Council adopted Resolution #2018-47 approving the original IGA/Third-Party Agreement between the City, the County, and High Country. Simultaneously, this same IGA/Third-Party Agreement was presented and approved by the Coconino County Board of Supervisors on October 16, 2018.  

The original term of this Agreement is from October 16, 2018, through June 30, 2024. Under the original term of the IGA/Third-Party Agreement, the contract may be renewed for up to one (1) additional, five (5) year extension by mutual written consent of the parties.  

High Country presented to the City Council again on March 10, 2020, about services and an increased funding request. The City Council gave direction to amend the original IGA/Third-Party Agreement with the requested increases. On July 7, 2020, City Council adopted Resolution #2020-42 approving the First Amendment to the IGA/Third-Party Agreement between the City, the County and High Country.

In January 2022, High Country sent a letter to the City requesting a yearly increase to the contract beginning in Fiscal Year 2022-23. The City and the County began discussions on the impacts that the increase would have on Animal Sheltering Services. The City Council agreed to a one time increase for Fiscal Year 2033-23 in the amount of $124,500, there by adding to the existing City compensation amount of $290,890, for a total compensation of $415390 for Fiscal Year 2022-23. 
Key Considerations:
Under the terms of the Second Amendment to the IGA/Third-Party Agreement, High Country re-commits to providing the professional services and programs to the community that include: public education (rabies, pet care, bite safety), adoption services, public education on spay/neuter for dogs/cats, lost and found, and pet food banks for low-income assistance. High Country 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 under the Second Amendment to the IGA/Third-Party Agreement.
Community Benefits and Considerations:
The City benefits by having an updated facility that will accept and provide care and shelter for the adoption of stray dogs and cats.
Expanded Options and Alternatives:
1. Approve the Second Amendment to the IGA/Third-Party Agreement with the County High Country; or 
2. Do not approve the Second Amendment to the IGA/Third-Party Agreement.
Attachments
Res. 2022-53
Second Amendment IGA-3rd Party Agreement
Exhibit 1
Exhibit 2
Original HCH IGA 10-16-2018
First HCH IGA Amendment 6-23-2020


    

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