Loading...
HomeMy WebLinkAboutContracts & Agreements_46-2023EDDIE TEJEDA Mayor March 7, 2023 City of REDLANDS 35 Cajon Street, Redlands, CA 92373 909-798-7533 etejedana cityofredlands.org VIA U.S. MAIL Presiding Judge/Clerk of the San Bernardino Superior Court, State of California c/o Grand Jury Coordinator, Valerie Silvas 172 West Third Street, 2nd Floor San Bernadino, CA 92415-0243 PAUL T. BARICH Mayor Pro Tempore DENISE DAVIS Council Member JENNA GUZMAN-LOWERY Council Member RE: Response to 2022 San Bernardino County Civil Grand Jury Report Dear Presiding Judge/Clerk: MARIO SAUCEDO Council Member This letter is being submitted to you in compliance with California Penal Code Sections 933 and 933.05. The City of Redlands appreciates the interest of the Civil Grand Jury with regards to the Redlands Animal Shelter, now known as "Redlands Animal Services," and referred to herein as the "Shelter". This letter will serve as the formal response from the Redlands City Council and the Redlands Facilities and Community Services Department ("FC&S"). The responses provided correspond to the respective item numbers in the report from the Civil Grand Jury. I. RESPONSES TO FINDINGS: F.1. There have been no upgrades to the dog and cat cages at the Redlands Animal Shelter since 1985. • The City agrees with the Finding. o Renovations are in progress to improve the cattery which will include new cages. o An operational and facility audit of the Shelter is underway with Best Friends Animal Society as a first step to determining the kennel needs in the dog area and begin developing a plan for renovations and improvements. F.2. The kennels are outside and the guillotine doors (which let the dogs go into the shaded inner part of the kennel) are not working. Dog kennels do not have adequate drainage. The kennels are hosed down once per day, and the drains clog and feces cannot go down the drain as of 7.1.22. • The City agrees with the Finding. o Corrections have been made, including repairs to kennels, and guillotines are all functioning and opened daily. Drain system has been serviced by plumber and is monitored daily and addressed immediately if not in proper working order. F.3. The cats and kittens at the Redlands Animal Shelter are living in hot, crowded spaces and the food and water are placed next to the litter boxes. • The City agrees with the Finding. o Corrections have been made, including discontinued use of small cages, repair to the air conditioning (AC)system, and daily monitoring of systems to ensure proper function. Additionally, renovations of the cattery rooms are underway which will include all new heating, ventilation and air conditioning (HVAC) system, new larger multi -compartment cages, and upgraded drainage. F.4. On the visit of 8.12.22 evidence of controlled drugs being stored and locked up could not be located upon request. • The City disagrees with the Finding. o Controlled drugs were secured in accordance with state law. Shelter staff was unavailable on the day of the visit 8.12.22 and attending staff was unaware of the storage location. F.5. There were expired medications at the Redlands Animal Shelter. • The City agrees with the Finding. o Corrections have been made and all expired medications were disposed of properly. F.6. As of 7.1.22, the animals were lacking exercise, enrichment, and socialization with other animals and people. Also lacking at the Redlands Animal Shelter was shade for the animals. The animals were fed once a day and fresh water was not always available. • The City agrees with the Finding. o Corrections have been made including: ■ Volunteers are active at the Shelter to provide walks and exercise. ■ Shade sails have been installed to provide additional shade in kennel areas. ■ Enrichment is provided daily in the form of interactive treats/toys, group play sessions. • Animals are fed once daily, but fresh water is monitored throughout the day by Shelter staff and volunteers. F.7. Redlands Animal Shelter is not using the Asilomar Live Release Rate to report to the City Council regarding euthanasia. • The City agrees with the Finding. o Staff is working with the Shelter software provider to make this data available and Shelter staff will provide updates to the City Council regularly. F.B. The Redlands Animal Shelter has not been reaching out to, and has been refusing offers of help from, local rescue groups such as REDfosa and the Redlands Humane Society. • The City agrees with the Finding. o Shelter staff has re-established relationships with REDfosa and several other local rescue/support groups and are continually working with them. F.9. As of August 2022, Redlands Animal Shelter had a list of seven rescue groups with which to work. Before 2018, the Redlands Animal Shelter had kept a list of forty-three rescue groups. • The City disagrees partially with the Finding. o The current Shelter staff has been unable to verify the numbers of rescue groups cited in this finding, but does concur that the interaction with rescue groups had been limited. o Currently, the Shelter staff is coordinating regularly with more than 15 rescue groups and working to establish ongoing support and relationships with many more. F.10. Redlands Animal Shelter has no permanent full-time Shelter Manager. • The City disagrees wholly with the Finding. o The Shelter has always maintained a full-time Animal Control Supervisor that manages and oversees all aspects of animal care and Shelter operations. This position was only vacant from August 30, 2022 through November 1, 2022 during recruitment after the former staff member resigned. During this time, operations were managed by the Senior Manager for FC&S. F.11. For months at a time, the Shelter had no on -site supervisor. • The City disagrees with the Finding. o The Animal Control Supervisor has always maintained an office at the Shelter and works at that Shelter location daily. When there was a recruitment to fill the Animal Control Supervisor position as described in F.10 above, the Shelter was manager and supervised by a Senior Manager for FC&S. F.12. Staff level as of 8.12.22 was: two Kennel Assistants, two Animal Control Officers and two temporary Customer Service Representatives. • The City disagrees with the Finding. o As of 8.12.22, staffing included: • 1 Animal Control Supervisor • 2 Animal Control Officers • 2 Kennel attendants • 2 temp customer service representatives li 2 contracted employees that support kennel cleaning F.13. Redlands Animal Shelter had no volunteers as of 8.12.22. • The City agrees with the Finding. o The Shelter volunteer program was re -instituted and volunteers began volunteering at the shelter again in October 2022. F.14. There have been multiple reports of sexual harassment at the Redlands Animal Shelter. Lack of supervision and monitoring has provided an atmosphere where sexual harassment opportunities can occur. • The City disagrees with the Finding. o The City of Redlands Human Resources Department has record of only one (1) single complaint involving the Shelter, which was investigated pursuant to the City's Anti -Harassment policy. No violation of the personnel rules and regulations was found. F.15. Redlands Animal Shelter has had one Community Adoption and/or Meet -and - Greet event since 2018. • The City disagrees with the Finding. o Based on information provided by Shelter staff and volunteers, prior to March 2020, the Shelter participated regularly in Community Adoption and Meet -and -Greet events including Market Night on Thursdays in Downtown Redlands, events at local pet supply businesses, events at local car dealers, and coordinated events with the Redlands Humane Society and REDFosa. a o Since August 2022, the Shelter has participated in no less than 4 community events and continues to work with local organizations and events to expand the Shelter's reach and involvement. F.16. Redlands Animal Shelter does not have training manuals for volunteers and staff. The Shelter has no Policies and Procedures Manual. • The City agrees with the Finding. o Staff is working with Best Friends Animal Society and other local animal service agencies to help develop and establish Shelter policies, procedures, and manuals specific to animal care and control in Redlands. F.17. The Redlands Animal Shelter currently has no training for staff nor Shelter Management in the basic operations of an animal shelter. For example, courses such as: Leadership training, record -keeping, animal population management, medical and behavioral health of animals, euthanasia, animal transport, preventing infectious diseases, zoonotic disease control, sanitation practices, animal behavior management, identifying contagious diseases, animal handling, and customer service techniques. • The City agrees with the Finding. o Staff have established relationship with Best Friends Animal Society and they have been contracted to provide virtual and onsite trainings for Shelter staff. o Additional resources and trainings are being scheduled with Cal Animals, Fear Free, and Maddie's Fund to provide the necessary education to Shelter staff. o Since August 2022, 4 staff members have completed euthanasia training. F.18. As of 8.12.22, only one Animal Control Officer at Redlands Animal Shelter is certified by the State of California. • The City agrees with the Finding. o Best Friends Animal Society has committed to providing the Cal Animals membership for 2023, and sending the Shelter's three current Animal Control Officers ("ACOs") to training to receive their certification. F.19. There is no tracking of specific individual donations that are made for a specific purpose. • The City disagrees with the Finding. o City has a written donation policy approved by the City Council. All animal services donations are tracked and reserved for use by the Shelter. F.20. The City of Redlands website does not inform the public if the money allocated for improvements at the Shelter is specifically spent on improvements for the Shelter. • The City disagrees with the Finding. o The City's Annual budgets are provided on the City's website and includes specific information regarding expenditures at the Shelter for each fiscal year. F.21. Redlands Animal Shelter volunteers have spent their own money on shelter cleaning and other supplies. • The City agrees with the Finding. o Shelter staff is aware of volunteers contributing cleaning supplies to the shelter. However, this was not necessary as the approved Shelter budget includes a budget for supplies which could have been used for the purchase of cleaning products. F.22. Request for bids for veterinary services are not put out for competitive bids annually. • The City agrees with the Finding. o Pursuant to the City's purchasing ordinance adopted by the City Council, multi -year agreements are allowed and request for bids are advertised every several years. F.23. Redlands Animal Shelter has not been holding fundraising events for the Shelter to help fund medical care, adoption programs and improvements for the Shelter. • The City agrees with the Finding. o The Shelter is working to collaborate with partner agencies and local businesses to participate in fundraising events that support the shelter operations. F.24. Redlands Animal Shelter has not successfully acquired grants and has no dedicated shelter grant writer and/or a Shelter Manager trained in writing grants. • The City disagrees partially with the Finding. o City employs a dedicated grants coordinator that assists the Animal Control Supervisor in monitoring for grant opportunities, writing grant proposals, and tracking grants that are awarded. F.25. There has not been an objective operational audit (evaluation) done by a qualified third party/agency regarding how to improve the operations at the Redlands Animal Shelter. • The City agrees with the Finding. o Shelter staff is currently coordinating with Best Friends Animal Society to conduct an audit and provide recommendations for operations and facility improvements. F.26. The Redlands City Council has no independent Animal Commission to oversee the Redlands Animal Shelter and report the Shelter's operations to the City Council. • The City agrees with the Finding. F.27. The City of Redlands has not implemented a formal written complaint process for the public specific to the Animal Shelter. • The City disagrees wholly with the Finding. o The Shelter has policies in place to receive, investigate and address complaints made by the public and allows for anonymous reporting as well. II. RESPONSES TO RECOMMENDATIONS: R.1. The Grand Jury recommends that the City of Redlands plan a new building that will house the animals under their care. Dogs to be housed in double kennels in an indoor/outdoor or indoor/indoor configuration, with the indoor component being heated and air-conditioned. Cats and kittens to be housed in cages large enough to have fifteen -inch spaces between the litter boxes and the food and water; with an area in which to rest. Cats and kittens to be put in a large, continuously air-conditioned cattery room, feral room, and isolation room. Creation of a written action plan to be done by August 2023. • This recommendation requires further analysis. o City is evaluating this recommendation and will utilize the assessment from Best Friends Animal Society and other industry resources to determine whether this recommendation is warranted or feasible. 6 o Cattery improvements are underway and will be complete by June 2023 and will include improvements to size of cages, food, water and litter box placement, cattery rooms. R.2. The Redlands Animal Shelter to keep a formal written and digital copy of all medications stored at the Shelter, and expired medications to be disposed of according to legal requirements. To be implemented by March 2023. • The recommendation has been implemented by the City. o As of November 15, 2022, Shelter staff is utilizing the Chameleon Shelter Software to track all medications stored and administered at the Shelter. All expired and unused medications are returned to the city -contracted veterinarian for appropriate disposal. R.3. The Grand Jury recommends a checklist be attached to each animal's cage. Water and food bowls filled to be documented/recorded daily on the checklist. Exercise, enrichment activities, socialization with other animals and cage/kennel cleanings to be documented on the checklists. The checklists to be kept for three years. To be implemented by March 2023. • The recommendation will not be implemented because it is not warranted or reasonable. o Excessive Shelter staff time would be required for this level of documentation, which is not an industry standard. Daily supervision of staff and spot checks of work completed by staff are sufficient safeguards to ensure proper animal care. R.4. The Grand Jury recommends that cat litter boxes be cleaned at least three times per day. Dog kennels to be hosed down at least three times per day. Recorded by checklist on every animal's cage. Checklists to be kept three years. To implemented by March 2023. • The recommendation will not be implemented because it is not warranted or reasonable. o Cleaning of kennels and litter boxes is performed by Shelter staff once daily with additional spot checks by staff several more times daily. This is in line with industry standards for animal care and boarding. Excessive use of water and hosing kennels does not allow time for space to dry and would negatively impact animals in the Shelter. R.5. Within 24 hours of intake, all animals to be bathed, groomed, and examined for issues such as external parasites, injuries, infection and zoonotic diseases. To be recorded on a digital and hard copy log. Designate an area within the Redlands Animal Shelter to bathe, groom and inspect animals. To be implemented by March 2023. • A portion of this recommendation has been implemented by the City. o Upon intake, all animals are examined in a care room for injuries, parasites, infection, and zoonotic diseases. Additionally, all animals are provided vaccinations, scanned for microchip, and inputted to Chameleon software. • A portion of this recommendation will not be implemented because it is not warranted or reasonable. o The bathing and grooming of animals upon intake is not the industry standard and not permitted during "stray holds" as animals are not the property of the Shelter. R.6. The Grand Jury recommends all euthanasia be reported as the Asilomar Live Release Rate to the City Council quarterly beginning March 2023. • The recommendation has been implemented by the City. o Tracking of all euthanasia has always been maintained through the Chameleon Shelter software. As of January 1, 2023, Asilomar Live Release Rate is being calculated and presented to the City Council regularly. R.7. Initiate/reestablish partnerships with all available rescue groups. Keep a current list of them in the Redlands Animal Shelter Chameleon computer system. RAS to call or email every month to let rescue groups know about newly available animals. Log these calls and e-mails and report them to Redlands City Council quarterly. To be implemented by March 2023. • A portion of this recommendation has been implemented by the City. o The Shelter has reestablished and continues to build partnerships with rescue organizations. Records and contact information are kept in Chameleon. All available animals are listed in 24PetConnect.com for review by rescue groups. Volunteers are being utilized to reach out to these groups regarding specific cases and needs. • A portion of this recommendation will not be implemented because it is not warranted or reasonable. o Resources required track and log all correspondence with rescue groups would put undue burden on staff time. R.8. The Grand Jury recommends that the Redlands Animal Shelter relinquishes an animal to a non-profit group for adoption if requested by that rescue group. To be implemented by March 2023. • The recommendation has been implemented by the City. o Animals are available to be pulled by any Shelter -approved rescue organization. R.9. Hire and train a qualified and permanent full-time Shelter Manager by August 2023, who is to make bi-monthly Shelter status reports concerning Shelter operations to the local newspaper(s), the City website and the Redlands City Council beginning August 2023. • The recommendation has been implemented by the City. o The Animal Control Supervisor provides updates to City Council at each bi-monthly meeting. Updates are also provided to the public via social media. Staff does coordinate with local paper to promote adoptable animals. R.10. The Grand Jury recommends that the Redlands Animal Shelter keep at least three full-time Animal Control Officers, three full-time Kennel Assistants, two permanent full- time front desk Customer Service Representatives, one Volunteer Coordinator and one full-time Shelter Manager continuously. To be implemented by August 2023. • This recommendation requires further analysis. o Further analysis is underway which will include an operational audit by Best Friends Animal Society to determine the appropriate staffing levels and an analysis of the Shelter's budgets and available resources to determine if this recommendation is warranted and reasonable. R.11. Utilize twenty-five or more volunteers at the Redlands Animal Shelter. To be implemented by March 2023. • The recommendation has been implemented by the City. o Volunteers are currently supporting the Redlands Animal Shelter and additional volunteers will be onboarded to meet the goal of 25 by March 2023. R.12. Redlands Animal Shelter to provide site -specific sexual harassment and adverse working conditions training using in -person role play scenarios to all staff at the Shelter on an annual basis. To be implemented by June 2023. • A portion of this recommendation has been implemented by the City. o The City of Redlands meets the requirements of Senate Bill No. 1343 for sexual harassment training in California. • A portion of this recommendation will not be implemented because it is not warranted or reasonable. o Site specific training is not warranted based on one (1) documented incident. R.13. City of Redlands to set up anonymous (if desired) reporting of sexual harassment allegations at Redlands Animal Shelter. The report to go to the Director of Facilities and Community Services, the City Attorney and the Human Resources Department with a resolution required within two weeks. To be implemented by March 2023. • This recommendation will not be implemented because it is not warranted or reasonable. o Current city policies and procedures allow for and accept anonymity in reporting and are investigated through a standard procedure by the City's Human Resources Department. R.14. Cameras, with audio recordings, to be placed in all Animal Control Officers' City - owned trucks, operational and continuously activated. To be reviewed by Shelter Management weekly. To be implemented by August 2023. • This recommendation will not be implemented because it is not warranted or reasonable. o Implementation would require a meet and confer with collective bargaining units which represent Shelter staff and would require mutual agreement prior to implementation. o No evidence or incidents with Shelter staff that would warrant such a system. o The staff time required to review and monitor such a system would place an undue burden on Shelter resources. R.15. Redlands Animal Shelter to conduct at least six community, Adoption and/or Meet -and -Greet events per year. Advertise and report these events to Redlands City Council and Redlands local newspaper(s) quarterly. To be implemented by March 2023. • A portion of this recommendation has been implemented by the City. o Shelter staff is working with organizations, other city divisions, and businesses in the Redlands community to participate in events that will support the Shelter. • A portion of this recommendation will not be implemented because it is not warranted or reasonable. o There is not a need to have Shelter staff conduct/host/organize these types of events when many other resources and opportunities are available to the Shelter. R.16. City of Redlands, Facilities and Community Services Department, Shelter Manager, staff and volunteers to collaborate to develop formal, written and digital volunteer manuals, training manuals and policy and procedures manual for the Shelter. To be reviewed and updated annually. To be implemented by August 2023. • This recommendation has not yet been implemented, but will be implemented in the future. o Anticipate implementation of this recommendation by August 2023. R.17. Every ACO to complete the Certified Animal Control Officer Program which includes 60 hours of training in Animal Care and State Laws. The program is administered by CalAnimals.org. State Certification to be completed within 90 days of hire date and paid for by the City of Redlands. To be implemented by March 2023. • A portion of this recommendation has not yet been implemented, but will be implemented in the future. o Current Shelter staff will complete training by August 2023. • A portion of this recommendation will not be implemented because it is not warranted or reasonable. o Pursuant to existing City policy, ACOs will be required to complete training during their 12-month probationary period. 90 days from hire is not reasonable amount of time based on class availability and on-the-job training. R.18. Require all Shelter staff and Management to obtain continuing education through online sites such as CalAnimals.org. City of Redlands to pay for the training. Staff and Management required to complete at least four courses per year, as verified by 10 certificates of completion given to Facilities and Community Services Department. To be implemented by March 2023. • A portion of this recommendation requires further analysis. o Further analysis is required to determine the appropriate amount of continued education needed to meet industry standards, Shelter goals, and proper care and handling of animals in the Redlands system. • A portion of this recommendation has been implemented by the City. o A number of trainings have already been scheduled in 2023 for Shelter staff and we will continue to look for opportunities for Shelter staff to enhance their knowledge and service. R.19. The City Council and the Facilities and Community Services Department to post on the Redlands Animal Shelter website exactly what happens to donations and budget allocations and how the budget process works. To be implemented by March 2023. • This recommendation will not be implemented because it is not warranted or reasonable. o The City's budget is reviewed and adopted through City Council action at public meetings and would be unreasonable to require additional information for a single division that is not part of the accepted city-wide budget, procurement, and reporting procedures. R.20. Redlands Animal Shelter to make it mandatory for Shelter personnel to print out donation receipts, give a copy to the donor and keep the duplicate and provide it to the City Treasurer. A thank you form letter to be used when donation is above a predetermined dollar amount. A blank space to be left and used to explain donation usage (if usage was designated by the donor). Provide a copy of the letter to the City Treasurer to match with the donation receipt. To be implemented by March 2023. • The recommendation has been implemented by the City. o The Shelter follows the City Council -adopted city donation acceptance policy which encompasses the recommendations above. ■ Except, the policy does not require the City Treasurer to receive a copy of the Thank You letter, as the Management Services / Finance Department receives this information pursuant to the policy. R.21. Donation subaccounts to be set up for donations where the purpose is clearly designated. It is to be set apart in the yearly budget for the citizens' information and reported to the City Council and on the Redlands Animal Shelter website quarterly. To be implemented by July 2023. • This recommendation will not be implemented because it is not warranted or reasonable. o Donations to the Shelter are accepted and utilized pursuant to the City Council -adopted city donation acceptance policy. 11 R.22. The Shelter Manager to keep a written inventory of supplies and conduct a physical inventory of these items every month, informing the City when items need to be purchased. In cases of emergency the Shelter staff to use the Petty Cash fund. To be implemented by March 2023. • The recommendation has been implemented by the City. o Animal Control Supervisor conducts regular inventory checks and works with appropriate city staff to procure the necessary supplies and equipment. R.23. Request for quotes on veterinary service to be done, as part of the City's competitive bid process, annually for contracted veterinary service, with no automatic extensions included in the contract. To be implemented by June 2023 and/or end of current contract. • This recommendation will not be implemented because it is not warranted or reasonable. o Veterinary services are procured based on current City Council -adopted purchasing ordinance, which allows for multi -year contracts. The staff resources required to perform this task annually exceed any cost savings that may be realized. R.24. Use rescue groups and volunteers to help with fundraising activities (at least one every month). Ensure money is accounted for by Shelter staff and input into Chameleon. To be implemented by March 2023. • The recommendation has been implemented by the City. o The Animal Control Supervisor is working closely with several local nonprofit and rescue groups to coordinate participation in their fundraising activities where commitments to the Redlands Animal Shelter and the Shelter are made as part of the event. R.25. Permanent Shelter Manager to complete a grant writing class. Shelter Manager to apply for at least four grants per year and keep a documented account of those applications in digital and hard copy. Report applications for grants to the City Council quarterly. To be implemented by August 2023. • This recommendation will not be implemented because it is not warranted or reasonable. o The City employes a dedicated grant coordinator who assists the Shelter in monitoring for grant opportunities and preparing applications for available grants. The Animal Control Supervisor will work closely with the city's grant coordinator to research and develop applications for grants that may benefit the Shelter. The grant coordinator will track applications and report to the City Manager's Office and/or the City Council according to standards and policies applicable to all city departments. R.26. Redlands Animal Shelter to appoint an independent third party agency, such as Best Friends Animal Society, to conduct an operational audit of the Redlands Animal 12 Shelter. Items evaluated by the third party will include such areas as management style; facilities; expired medications; records of drugs; improvements needed; adoptions and other outcomes, etc. The Shelter to report the results of the audit at the public portion of the City Council meeting. To be implemented by June 2023. • The recommendation has been implemented by the City. o An audit is underway with Best Friends Animal Society with an anticipated completion of June 2023. R.27. City of Redlands City Council to form an independent (not city employees) oversight group/commission/ ad hoc committee to oversee the Redlands Animal Shelter. This Animal Commission to include, but not be limited to, local citizens; members from local animal rescue organizations; veterinarians and animal shelter consultants/professionals. The group to meet a minimum of four times per year and report to the City Council quarterly. Committee to be formed by June 2023. • This recommendation requires further analysis. o This recommendation requires further analysis to determine the need and parameters for such an oversight group. The aforementioned independent audit will consider this recommendation and will be provided to the City Manager and/or City Council for consideration by October 2023 R.28. The Facilities and Community Services Department (F&CS) to create a process by which all complaints concerning the Redlands Animal Shelter are received, logged in, reviewed and answered in writing. The Grand Jury recommends creating a three -person panel (not City employees) to review and respond to all complaints within two weeks. Complaints and resolutions to be kept indefinitely by F&CS Department, and reported to the City Council, local newspapers and on the City website quarterly. The panel and process to be created by June 2023. • This recommendation will not be implemented because it is not warranted or reasonable. o The City has multiple reporting options and responds according to established city policies. The establishment of the recommended panel and reporting guidelines specific to the Shelter is not a reasonable use of staff time to coordinate and administer. It is our hope that the foregoing responses sufficiently address the issues that resulted from the Civil Grand Jury report regarding the Redlands Animal Shelter. If you desire any additional information, please contact Assistant City Manager, Chris Boatman at (909) 798-7655. 13 Sincerely, % 771 Eddie Tejeda, Mayor cc: City Council City Attorney Assistant City Managers Lynna Monell, Clerk of the San Bernardino Board of Supervisors 385 N. Arrowhead Avenue, 2"d FI. San Bernardino, CA 92415-0130