CACC officials were offered the opportuntity of a professional evaluation by experts in animal control at a very reasonable cost. The following is the complete text of the proposal given to the CACC management. Despite a disasterous first year of operations, Martin Kurtz and Douglas Mansfield, bureaucrats with no prior experience running an animal shelter system, declined to hire NACA.
NACA
National Animal Control Association
A non-profit corporation representing the interests of animal control
Johnnie W. Mays
Executive Director
P. O. Box 480851
Kansas City, MO 64148
Phone: (800) 828-6474
Fax: (913) 768-0607
E-Mail: naca@interserv.com
January 17, 1996
Julie Van Ness
United Action for Animals
P.O. Box 635
Lenox Hill Station
New York, NY 10021-0013
Dear Julie,
Thank you for your inquiry into the National Animal Control Association's (NACA) evaluation process. Attached please find a copy of our proposal for evaluating the current and future needs for the City of New York.
NACA's evaluation team is made up of people who are actively working in the animal care and control field, in management positions from agencies all over the country. Our team members are experienced and knowledgeable in all aspects of the profession. Their years of direct involvement in animal control/care is of great benefit to the evaluation process.
The evaluation team receives compensation for the time lost from their current jobs, but most choose to donate many hours to further NACA's primary goal which is to provide the best possible training and information to all those who desire excellence in this field.
The fees charged for evaluations offset our expenses in producing the final report and will aid NACA in continuing to provide information and services to its members and communities. Our motivation is not to use the evaluation process as a revenue producing program but rather to provide solid technical advice to professionalize agencies who are sincere in their efforts to progress and improve. NACA is committed to keeping expenses to a minimum and will work with the contracting agency to this end.
NACA is comprised of agencies and organizations whose budgets are often spartan at best. We therefore are very sensitive to the fact that many organizations and communities which have a need for such an evaluation may feel they are unable to afford it. Because of that sensitivity, NACA is committed to providing a quality service at our lowest and most reasonable cost.
Please look over the enclosed material. I hope that it will assist you in the decision making process. Feel free to contact me at 800-828-6474 if you have any further questions or comments.
Sincerely,
/s/ Johnnie W. Mays
Executive Director
National Animal Control Association
NACA's Background and Capabilities
The National Animal Control Association is a nonprofit corporation of the State of Kansas. The organization was founded in 1978 for the express purpose of assisting its members to perform their duties in a professional manner. Only carefully selected and properly trained animal control personnel can correct community problems resulting from irresponsible animal ownership. NACA's purpose is to preserve the human/animal bond by insisting on responsible animal ownership.
Team members utilized in the evaluation process are currently involved in animal care/control at the management level. They have well-earned reputations for managing effective programs and understand government responsibilities and limitations. In view of the staff's practical experience in animal care/control, as lecturers at the university level, and as consultants, NACA provides a full spectrum of services for non profit and government agencies.
All NACA evaluations are confidential with a written report given only to the contracting agency. Media contact, or the release of the report to additional individuals or agencies, is at the discretion of the contracting agency.
All the off-site work will be completed at the NACA Corporate Office located at 229 S. Church, Olathe,Kansas, 66061.
Study Requirements
We understand the requirements of the Study are to conduct the following:
A. An examination of the department structure, organizational hierarchy, and command structure. Identify strengths, weaknesses and community perspectives of the current structure, morale and effectiveness.
B. An evaluation of the current deployment of resources (budget, equipment, facilities and staffing) and suggested productivity improvements.
C. A specific review of the scheduling and coverage requirements for the agency.
D. A review of field operations, including vehicles, communications, uniforms, equipment, record keeping, enforcement and investigation procedures.
E. An examination of training for both officers and their supervisors.
F. Analysis of current overall operations and suggested ways of improving productivity and efficiency.
G. A review of court preparation and appearance of those involved.
H. An analysis of the adequacy of current levels of office automation, communication and computer support systems.
I. An examination of shelter operations, including facility construction, operations, record accountability, policies and procedures, euthanasia and adoptions.
J. Examination of the effectiveness of community relations, i.e., programs, volunteers, etc.
K. An analysis of the mission statement for the agency and examination of the policies, procedures and workplans for each major function. Solicit input from members of the governing body and members of the community.
NACA will complete this work within 6 weeks of completing the on-site assessment.
Approach to the Study
NACA will conduct the on-site study with two (2) professionals; one analyst and one secretary will support the study off-site.
NACA will complete this comprehensive needs assessment in eight (8) distinct but interrelated phases; data collection, interviews with key individuals, on-site observations in every job environment, analysis of data, comparative analyses, alternatives and recommendations, submission of a well-documented study and oral briefings. Throughout the course of the study, we will keep the contracting agency apprised of our progress and direction.
Phase l: Data Collection
In this phase, NACA will collect data relating to the agency and every facet of the agency's services, management, historical data, personnel and operations. This data would include:
During this phase, NACA will interview key personnel within the agency, including members of the governing body, staff supervisors, specialized personnel, and area representatives of other animal welfare groups.
Phase III: On-Site Observations & Fact-Finding
In this phase, NACA will conduct on-site assessments of animal control/care personnel in the workplace. This phase is very important to the success of this study, therefore we will observe roll calls, investigations, report preparation, records processing, animal impoundments/adoptions/euthanasia, field procedures, court appearances, communications and officer activities. Team members will "ride along" with field personnel and observe shelter personnel at work. The purpose of this observation is to aain insiahts into the agency's service delivery.
Phase IV: Analysis of Data
In the fourth phase of our study, NACA will analyze the data from interviews, data collection, on-site observations and fact finding. NACA will analyze every subject noted in the "Scope of Work."
Phase V: Comparative Analvses
In this phase, NACA will compare our findings and observations of the agency with other agencies serving jurisdictions of similar size, demographics, and population, recognizing that each agency has its own unique characteristics. A key component of this phase is to also recognize the strengths of the agency.
Phase Vl: Alternatives and Recommendations
In the sixth phase, NACA will consider alternative practices, methods, programs, staffing patterns and operations which could be organized in a more cost-effective and efficient manner. NACA will consider the cost benefits of new programs, additional staffing and additional technology. The range of alternatives to be recommended would, of course, depend largely on the outcome of the study.
NACA's recommendations will be specifically tailored to the contracting agency. We recognize that each agency has its own distinct characteristics and environment that must be considered in assessing service delivery and considering alternatives.
Phase Vll: Comprehensive Written Report
During this phase, NACA will provide the contracting agency with a well documented report of our findings, analyses, conclusions and recommendations for the study areas outlined. The final report will be delivered in a printed, hard-bound format.
NACA will present the data in easy-to-read graphic charts, as well as table formats. NACA has extensive experience in the presentation of data for management decisions and public understanding.
NACA will provide two (2) copies of the final report to the contracting agency. Any additional copies would be supplied at the expense of the contracting agency.
Phase Vlll: Oral Briefings
if desired, a NACA Team Member may return to the city to provide an oral briefing in person. Our staff has considerable experience in public speaking and making presentations of this nature. Any return visits would be done at the expense of the contracting agency.
Scope of Work
Evaluation Team
Workload Study
Prior To On-Site Visit
Each member will study the requested information prior to arriving on site. The contracting organization is asked to provide as much of the requested information as possible prior to the on-site visit. This will enable the team members to familiarize themselves with the community and its particular problems and resources in relation to animal care and control needs. By having this material in advance, the team mernbers can consolidate their efforts and make the best use of their time during the on-site visit.
On-Site Visit
Team members will meet with representatives of the organization requesting the needs assessment. They will be prepared to ask specific questions based upon the information provided in advance. They will identify problems and unique circumstances to the area. The team will discuss the organization's goals and objectives, focusing on immediate needs and long-term goals.
The team will travel within the community to gain an over-all perspective on community needs and to identify problem areas with special requirements. They will be looking at any existing facilities as well as any pre-identified specific sites for new facilities. They will be evaluating types of construction most commonly used, availability of roads and traffic patterns as well as location of county and city offices, concentrations of population, types of businesses, and other considerations which will impact the animal problems.
Assess Animal Population and Unique Problems of the Area
The team will spend several hours identifying numbers and types of animals to be handled in the community. They will discuss problems unique to the area and ways to provide adequate levels of service throughout the community.
Assess Levels of Community Support
The team will meet with the selected representatives of the local organizations to determine the levels of support available to meet community needs. They will want to meet with representatives of the veterinary community; municipal and county officials, including those who currently are providing services within the community; local support organizations that can be called upon to help solve problems, etc.
Preliminary Report
The team members will work in private to determine what additional information is needed to provide a detailed report. After this session, the team members may decide it is necessary to revisit with selected community leaders and organization representatives and also may request to revisit certain locations in the community.
Closing Meeting with Representatives
At this meeting, the team members will discuss preliminary findings and again discuss goals of evaluation and assessment. They will answer questions and provide insight into the problems facing the community. They will also define the areas of concern for the representatives to clarify any problems that may arise at a later date.
Outline Priorities for Report Format
Team members will confer and identify the priorities for the report in outline form and then will compile the report based upon observations and discussions with community representatives. Team members will confer with those individuals outside the animal care and control profession who work with NACA and provide assistance on matters pertaining to issues affecting the animal control and welfare field. They will also confer with other NACA team members who have experience in matters unique to this type of community and its problems.
Production of Report
The team members will share a draft copy of the report before it is submitted for publication and will make changes and corrections as needed. The team member whose is assigned to produce the finished report will then have the report produced and readied for publication. The requested number of copies will be forwarded to the contracting agency within 6 weeks of completing the on-site assessment.
City of New York
Proposal for Assessment
Budget
1. Direct Labor - $8,750.00
Two (2) On-Site Total-10 days
One (1) Off-Site Analyst
One (1) Off-Site Clerical
2. Report Reproduction - Two (2) copies - $150.00
3. Long Distance Phone Calls/Faxes - $100.00
4. Indirect Labor and Materials (i.e., audio/visual) - $1,000.00
Total Costs - $10,000.00
Any and all costs related for travel, meals, and living expenses for the two (2) NACA on site team members will be the responsibility of the contracting agency. These expenses would be incurred in arranging travel for each team member from his/her home city to the contracting city, and back, along with meals and lodging during the entire stay. NACA encourages the contracting agency to find a cost-efficient method for travel and lodging arrangements. It will also be the responsibility of the contracting agency to provide ground transportation and a driver for the study team when it becomes necessary to do so.
Selecting an Architectural Design Consultant
If the contracting agency is considering a new animal shelter or a major renovation of existing facilities, it may become necessary to consult a shelter architectural design consultant. While the NACA Team Members are well versed in facility equipment and functions, they are not experts in building design. NACA can provide the contracting agency a list of architectural design specialists to contact directly for consultation. Any additional fees involved with this contact would be absorbed by the contracting agency.
References
Recently, NACA has completed the two assessment surveys listed below:
City of Henderson, Nevada
Ms. Vicki Cameron
240 N. Water Street
Henderson, Nevada 89015
702-565-2314
Door County, Wisconsin
Polly Vennell, President
Peninsula Animai Lovers Society (PALS)
P.O. Box242
Bailey's Harbor, Wisconsin 54202
414-839-2931
NACA has also performed program evaluations in New Orleans and Maricopa County (Phoenix) Arizona. For confidentiality reasons, reference information is not available at this time.
NACA
National Animal Control Association
A non-profit corporation representing the interests of animal control
Johnnie W. Mays
Executive Director
P. O. Box 480851
Kansas City, MO 64148
Phone: (800) 828-6474
Fax: (913) 768-0607
E-Mail: naca@interserv.com
January 17, 1996
Julie Van Ness
United Action for Animals
P.O. Box 635
Lenox Hill Station
New York, NY 10021-0013
Dear Julie,
Thank you for your inquiry into the National Animal Control Association's (NACA) evaluation process. Attached please find a copy of our proposal for evaluating the current and future needs for the City of New York.
NACA's evaluation team is made up of people who are actively working in the animal care and control field, in management positions from agencies all over the country. Our team members are experienced and knowledgeable in all aspects of the profession. Their years of direct involvement in animal control/care is of great benefit to the evaluation process.
The evaluation team receives compensation for the time lost from their current jobs, but most choose to donate many hours to further NACA's primary goal which is to provide the best possible training and information to all those who desire excellence in this field.
The fees charged for evaluations offset our expenses in producing the final report and will aid NACA in continuing to provide information and services to its members and communities. Our motivation is not to use the evaluation process as a revenue producing program but rather to provide solid technical advice to professionalize agencies who are sincere in their efforts to progress and improve. NACA is committed to keeping expenses to a minimum and will work with the contracting agency to this end.
NACA is comprised of agencies and organizations whose budgets are often spartan at best. We therefore are very sensitive to the fact that many organizations and communities which have a need for such an evaluation may feel they are unable to afford it. Because of that sensitivity, NACA is committed to providing a quality service at our lowest and most reasonable cost.
Please look over the enclosed material. I hope that it will assist you in the decision making process. Feel free to contact me at 800-828-6474 if you have any further questions or comments.
Sincerely,
/s/ Johnnie W. Mays
Executive Director
National Animal Control Association
NACA's Background and Capabilities
The National Animal Control Association is a nonprofit corporation of the State of Kansas. The organization was founded in 1978 for the express purpose of assisting its members to perform their duties in a professional manner. Only carefully selected and properly trained animal control personnel can correct community problems resulting from irresponsible animal ownership. NACA's purpose is to preserve the human/animal bond by insisting on responsible animal ownership.
Team members utilized in the evaluation process are currently involved in animal care/control at the management level. They have well-earned reputations for managing effective programs and understand government responsibilities and limitations. In view of the staff's practical experience in animal care/control, as lecturers at the university level, and as consultants, NACA provides a full spectrum of services for non profit and government agencies.
All NACA evaluations are confidential with a written report given only to the contracting agency. Media contact, or the release of the report to additional individuals or agencies, is at the discretion of the contracting agency.
All the off-site work will be completed at the NACA Corporate Office located at 229 S. Church, Olathe,Kansas, 66061.
Study Requirements
We understand the requirements of the Study are to conduct the following:
A. An examination of the department structure, organizational hierarchy, and command structure. Identify strengths, weaknesses and community perspectives of the current structure, morale and effectiveness.
B. An evaluation of the current deployment of resources (budget, equipment, facilities and staffing) and suggested productivity improvements.
C. A specific review of the scheduling and coverage requirements for the agency.
D. A review of field operations, including vehicles, communications, uniforms, equipment, record keeping, enforcement and investigation procedures.
E. An examination of training for both officers and their supervisors.
F. Analysis of current overall operations and suggested ways of improving productivity and efficiency.
G. A review of court preparation and appearance of those involved.
H. An analysis of the adequacy of current levels of office automation, communication and computer support systems.
I. An examination of shelter operations, including facility construction, operations, record accountability, policies and procedures, euthanasia and adoptions.
J. Examination of the effectiveness of community relations, i.e., programs, volunteers, etc.
K. An analysis of the mission statement for the agency and examination of the policies, procedures and workplans for each major function. Solicit input from members of the governing body and members of the community.
NACA will complete this work within 6 weeks of completing the on-site assessment.
Approach to the Study
NACA will conduct the on-site study with two (2) professionals; one analyst and one secretary will support the study off-site.
NACA will complete this comprehensive needs assessment in eight (8) distinct but interrelated phases; data collection, interviews with key individuals, on-site observations in every job environment, analysis of data, comparative analyses, alternatives and recommendations, submission of a well-documented study and oral briefings. Throughout the course of the study, we will keep the contracting agency apprised of our progress and direction.
Phase l: Data Collection
In this phase, NACA will collect data relating to the agency and every facet of the agency's services, management, historical data, personnel and operations. This data would include:
- Demographics of city to include population statistics, levels of income, roads and infrastructure system, etc.
- Governmental responsibilities in relation to animal control and sheltering activities and the number of personnel employed (by rank, assignment and specialty).
- Information about any existing animal housing facilities.
- Information on available veterinary services within the city.
- Types of groups in area who work for and/or support animal welfare. Caseload - calls for service for the past five years.
- Shift and court schedules for the past year.
- Response times for service calls.
- Personnel regulations.
- Selection criteria for hiring.
- Training Manual and records (recruit, in-service, supervisory, remedial)
- Attrition data for the past five years.
- Career development programs.
- Injury and sick leave records for the past five years.
- Department rules and regulations.
- Budget requests/approvals for the past five years.
- Annual reports for the past five years.
- Records procedures - flow of reports, access, purge, storage and automation.
During this phase, NACA will interview key personnel within the agency, including members of the governing body, staff supervisors, specialized personnel, and area representatives of other animal welfare groups.
Phase III: On-Site Observations & Fact-Finding
In this phase, NACA will conduct on-site assessments of animal control/care personnel in the workplace. This phase is very important to the success of this study, therefore we will observe roll calls, investigations, report preparation, records processing, animal impoundments/adoptions/euthanasia, field procedures, court appearances, communications and officer activities. Team members will "ride along" with field personnel and observe shelter personnel at work. The purpose of this observation is to aain insiahts into the agency's service delivery.
Phase IV: Analysis of Data
In the fourth phase of our study, NACA will analyze the data from interviews, data collection, on-site observations and fact finding. NACA will analyze every subject noted in the "Scope of Work."
Phase V: Comparative Analvses
In this phase, NACA will compare our findings and observations of the agency with other agencies serving jurisdictions of similar size, demographics, and population, recognizing that each agency has its own unique characteristics. A key component of this phase is to also recognize the strengths of the agency.
Phase Vl: Alternatives and Recommendations
In the sixth phase, NACA will consider alternative practices, methods, programs, staffing patterns and operations which could be organized in a more cost-effective and efficient manner. NACA will consider the cost benefits of new programs, additional staffing and additional technology. The range of alternatives to be recommended would, of course, depend largely on the outcome of the study.
NACA's recommendations will be specifically tailored to the contracting agency. We recognize that each agency has its own distinct characteristics and environment that must be considered in assessing service delivery and considering alternatives.
Phase Vll: Comprehensive Written Report
During this phase, NACA will provide the contracting agency with a well documented report of our findings, analyses, conclusions and recommendations for the study areas outlined. The final report will be delivered in a printed, hard-bound format.
NACA will present the data in easy-to-read graphic charts, as well as table formats. NACA has extensive experience in the presentation of data for management decisions and public understanding.
NACA will provide two (2) copies of the final report to the contracting agency. Any additional copies would be supplied at the expense of the contracting agency.
Phase Vlll: Oral Briefings
if desired, a NACA Team Member may return to the city to provide an oral briefing in person. Our staff has considerable experience in public speaking and making presentations of this nature. Any return visits would be done at the expense of the contracting agency.
Scope of Work
Evaluation Team
Workload Study
Prior To On-Site Visit
Each member will study the requested information prior to arriving on site. The contracting organization is asked to provide as much of the requested information as possible prior to the on-site visit. This will enable the team members to familiarize themselves with the community and its particular problems and resources in relation to animal care and control needs. By having this material in advance, the team mernbers can consolidate their efforts and make the best use of their time during the on-site visit.
On-Site Visit
Team members will meet with representatives of the organization requesting the needs assessment. They will be prepared to ask specific questions based upon the information provided in advance. They will identify problems and unique circumstances to the area. The team will discuss the organization's goals and objectives, focusing on immediate needs and long-term goals.
The team will travel within the community to gain an over-all perspective on community needs and to identify problem areas with special requirements. They will be looking at any existing facilities as well as any pre-identified specific sites for new facilities. They will be evaluating types of construction most commonly used, availability of roads and traffic patterns as well as location of county and city offices, concentrations of population, types of businesses, and other considerations which will impact the animal problems.
Assess Animal Population and Unique Problems of the Area
The team will spend several hours identifying numbers and types of animals to be handled in the community. They will discuss problems unique to the area and ways to provide adequate levels of service throughout the community.
Assess Levels of Community Support
The team will meet with the selected representatives of the local organizations to determine the levels of support available to meet community needs. They will want to meet with representatives of the veterinary community; municipal and county officials, including those who currently are providing services within the community; local support organizations that can be called upon to help solve problems, etc.
Preliminary Report
The team members will work in private to determine what additional information is needed to provide a detailed report. After this session, the team members may decide it is necessary to revisit with selected community leaders and organization representatives and also may request to revisit certain locations in the community.
Closing Meeting with Representatives
At this meeting, the team members will discuss preliminary findings and again discuss goals of evaluation and assessment. They will answer questions and provide insight into the problems facing the community. They will also define the areas of concern for the representatives to clarify any problems that may arise at a later date.
Outline Priorities for Report Format
Team members will confer and identify the priorities for the report in outline form and then will compile the report based upon observations and discussions with community representatives. Team members will confer with those individuals outside the animal care and control profession who work with NACA and provide assistance on matters pertaining to issues affecting the animal control and welfare field. They will also confer with other NACA team members who have experience in matters unique to this type of community and its problems.
Production of Report
The team members will share a draft copy of the report before it is submitted for publication and will make changes and corrections as needed. The team member whose is assigned to produce the finished report will then have the report produced and readied for publication. The requested number of copies will be forwarded to the contracting agency within 6 weeks of completing the on-site assessment.
City of New York
Proposal for Assessment
Budget
1. Direct Labor - $8,750.00
Two (2) On-Site Total-10 days
One (1) Off-Site Analyst
One (1) Off-Site Clerical
2. Report Reproduction - Two (2) copies - $150.00
3. Long Distance Phone Calls/Faxes - $100.00
4. Indirect Labor and Materials (i.e., audio/visual) - $1,000.00
Total Costs - $10,000.00
Any and all costs related for travel, meals, and living expenses for the two (2) NACA on site team members will be the responsibility of the contracting agency. These expenses would be incurred in arranging travel for each team member from his/her home city to the contracting city, and back, along with meals and lodging during the entire stay. NACA encourages the contracting agency to find a cost-efficient method for travel and lodging arrangements. It will also be the responsibility of the contracting agency to provide ground transportation and a driver for the study team when it becomes necessary to do so.
Selecting an Architectural Design Consultant
If the contracting agency is considering a new animal shelter or a major renovation of existing facilities, it may become necessary to consult a shelter architectural design consultant. While the NACA Team Members are well versed in facility equipment and functions, they are not experts in building design. NACA can provide the contracting agency a list of architectural design specialists to contact directly for consultation. Any additional fees involved with this contact would be absorbed by the contracting agency.
References
Recently, NACA has completed the two assessment surveys listed below:
City of Henderson, Nevada
Ms. Vicki Cameron
240 N. Water Street
Henderson, Nevada 89015
702-565-2314
Door County, Wisconsin
Polly Vennell, President
Peninsula Animai Lovers Society (PALS)
P.O. Box242
Bailey's Harbor, Wisconsin 54202
414-839-2931
NACA has also performed program evaluations in New Orleans and Maricopa County (Phoenix) Arizona. For confidentiality reasons, reference information is not available at this time.
