Memorandum DATE October 23, 2015 I CITY OF DALLAS To Honorable Members of the Quality of Life Environment Committee: Sandy Greyson (Chair), Tif?nni A. Young (Vice Chair), Rickey D. Callahan, Mark Clayton, Philip T. Kingston, B. Adam McGough SUBJECT Dallas Animal Services Update On Monday, October 26, 2015, the Quality of Life Environment Committee will be briefed on Dallas Animal Services Update. The brie?ng is attached for your review. Please contact me if you have any questions or need additional information. oe Zapata Assistant City Manager Attachment c: Honorable Mayor and Members of the City Council A.C. Gonzalez, City Manager Warren MS. Ernst, City Attorney Craig D. Kinton, City Auditor Rosa A. Rios, City Secretary Daniel F. Solis, Administrative Judge Ryan S. Evans, First Assistant City Manager Eric D. Campbell, Assistant City Manager Jill A. Jordan, P.E., Assistant City Manager Mark McDaniel, Assistant City Manager Jeanne Chipper?etd. Chief Financial Of?cer Sana Syed, Public Information Of?cer Elsa Cantu, Assistant to the City Manager Mayor Council Dallas Animal Services Updafe Quality of Life Environment Committee October 26, 2015 ?132 Purpose  As requested by Quality of Life Committee, provide a detailed, metrics-focused plan of action to improve loose dog enforcement through the following strategies:  Initiating targeted initiative modeled on DPD Targeted Area Action Grids (TAAG)  Achieving and maintaining full staffing  Improving technology  Enhancing outreach and enforcement initiatives  Identifying options to increase intake capacity 3 Methodology  Partnered with Communication & Information Services, GIS, Dallas Police Department, Court & Detention Services, and 311 on a deep data dive  Data from April 1, 2015 – September 30, 2015 was loaded into an interactive mapping tool to identify highest concentrations of service requests  Nine service request types were chosen from 311 and 911 call types that are most indicative of loose dog issues  Chose Council Districts with over 5,000 calls for service  The “hot spots” were further analyzed and information compiled to identify areas with defined boundaries within these Council Districts District 4 Heal Map 1r. - - if: [1.1715 fan: f? Ml Hun-Iv hdlh"NaCocklell HII - 6' Nahum! Golf Club wit-.1: 3 9 rul: . . e- Momlam Vow College 1364 . a: J. a - Il'llum?. Id 2' . air-filo 3: . a Kl . Ian: 'Ic'o 5 Dallas Exrcunw Anrpo5 District 4 Selected Target Area Target Area Metrics Apr -Sep Nov Goal 2015 2015 Service 83 Requests % High Priority 34% Calls Priority Response 108 min Time Intakes 42 Boundaries North: Deer Path, East: Cardinal, South: Fordham, West: Easter Citations Registered Animals Outreach Events Survey Results TBD TBD TBD TBD TBD TBD TBD TBD 9 TBD TBD 13 TBD TBD 0 TBD TBD N/A TBD TBD 6 DisTricT ?ag: 0ch V'a. ?y G1andPrame . .-. . (.'Jvuv'Hv- FJru ?7 District 3 Selected Target Area Target Area Metrics Apr -Sep Dec Goal 2015 2015 Service Requests % High Priority Calls Priority Response Time Intakes Boundaries North: Millet, East: US-35, South: Camp Wisdom, West: Racine Citations Registered Animals Outreach Events Survey Results 79 TBD TBD 24% TBD TBD 54 min TBD TBD 31 TBD TBD 4 TBD TBD 11 TBD TBD 0 TBD TBD N/A TBD TBD 8 Districf 5 Had Map - ave [3 Export 3 3, Forney Kealney S: .: a Pkwy 352 >Glove! Keelon 2 3+ Golf Course ??16; :9 :7 :1 Rd 55 Btulon Rd (9 famqLake Jum- Rd 5 Wnlham g, 8131/ Jr Park (A Balch Sprungs Am.? . - (a Crew 0rd 3 2. I, a emonal Pa a, (310Souqov: 2 a I ammomy. 9 District 5 Selected Target Area Target Area Metrics Apr -Sep Jan Goal 2015 2015 Service Requests % High Priority Calls Priority Response Time Intakes Boundaries North: Old Seagoville, East: Masters, South: CF Hawn, West: St. Augustine Citations Registered Animals Outreach Events Survey Results 52 TBD TBD 26% TBD TBD 35 min TBD TBD 25 TBD TBD 2 TBD TBD 12 TBD TBD 0 TBD TBD N/A TBD TBD Districf JanCochran null - 1 .. ?uu Wnlnavn - - 1 . - . .-. thaw Ham 5 -., .s Buicl _Iu (1farm, u?R? I 9n . Imps-mu; (u If: . McCommas 41' Lanciu' r? '0 . . 1 Hukthu Ouncanvullc .. 3 Al'n?llaa Hr. In; 11 District 8 Selected Target Area Target Area Metrics Apr -Sep Feb Goal 2015 2015 Service Requests % High Priority Calls Priority Response Time Intakes Boundaries North: Camp Wisdom, East: US-35, South: Glencairne, West: Greenspan Citations Registered Animals Outreach Events Survey Results 53 TBD TBD 33% TBD TBD 46 min TBD TBD 24 TBD TBD 1 TBD TBD 13 TBD TBD 0 TBD TBD N/A TBD TBD 12 Districf 7 Had Map 'lL4,Venison Park inwhen I a? o? :73} 4,0 ?9 58- (?Gabi l: I Gol? Iiaulse S: Rum Bluvm' Ha V. Uruo' h? f? 93B'a.r Jr Pad?Ih'mn a" 1 If} . AhCarmel! 7c: mg- [3.1 Ls. 1- pug tum-:1 61; j: ?w glut?, 5N 13 District 7 Selected Target Area Target Area Metrics Apr -Sep Mar Goal 2015 2015 Service 42 Requests % High Priority 36% Calls Priority Response 172 min Time Intakes 31 Boundaries North: Elsie Faye Heggins, East: Malcolm X, Southwest: Brigham & Crozier Citations Registered Animals Outreach Events Survey Results TBD TBD TBD TBD TBD TBD TBD TBD 2 TBD TBD 3 TBD TBD 0 TBD TBD N/A TBD TBD 14 Targeted Response Initiative November 2015 to March 2016  Deploy existing resources to one of the targeted areas for a 30 day period  No fewer than two trucks patrolling the area at least twice per week, as available  Priority response must be maintained citywide  Focus on enforcement of loose and stray dogs  Survey residents at beginning and end of period to capture residents’ concerns and gauge progress  Track and record activities and outcomes of the initiative in order to set goals  Move to the next highest targeted area as we move through the five areas identified 15 Southern Dallas Initiative Begins April 2016  Full implementation of trained resources from Southern Dallas Initiative budget enhancement  Deploy Southern Dallas targeted team to high activity areas and targeted areas  Launch education and outreach campaigns  Evaluate success of Targeted Initiative and apply lessons learned  Monitor response times and service impacts  Track and report results 16 Hiring Status  Currently in process for 49 new hires to fill 41 vacancies by end of November 2015  Double filling 8 positions in anticipation of turnover  Since last Quality of Life & Environment meeting  Began “additional pay” for all DAS staff on October 1, 2015 to improve retention  Participated in 3 hiring events with Texas Workforce Solutions  Advertised in five trade journals  Processed 349 applications  Conducted 75 interviews with more to come  Six position titles currently posted on City of Dallas website 17 Intake Capacity  Vision for intake capacity  Capacity matched to the need for loose dog intake  Options under evaluation for programs  Review foster home program options for intakes  Ordinance review on mandatory microchipping and spay/neuter, stray/owned animal hold periods  Options under evaluation for facilities  Identified three potential City facilities and estimating the costs/benefits for additional capacity sites  Will be included in FY16-17 budget process  Spay/neuter location(s)  Second animal shelter in southeast Dallas 18 Next Steps  Initiate targeted response initiative based on DPD TAAG beginning on November 1st  Continue hiring process  Continue technology advancements  Support Animal Advisory Commission recommendation for development of a strategic plan to meet community needs 19 Item 1 2 3a 3b 4 5 6 7 8 9 10 11 12 13 Appendix A Project Matrix Goal Achieve full staffing for FY15-16 in Nov-15 Achieve full staffing for FY15-16 in Nov-15 Achieve full staffing for FY15-16 in Nov-15 Achieve full staffing for FY15-16 in Nov-15 Achieve full staffing for FY15-16 in Nov-15 Needed Civil Service support and changes Needed Civil Service support and changes Needed Civil Service support and changes Maintain stable workforce Action Item Start ‘additional pay’ for all DAS employees in FY15-16 Evaluate more recruitment incentives to find qualified applicants Hold hiring fair with on-site application, interviews and job offers Expedite certifications for ASO's and other staff through on-site training and testing. Enhance targeted ads in trade journals and conferences Civil Service participation in hiring fair, with on-site candidate review and qualification Double-fill positions in anticipation of attrition Adopt any changes recommended in consultant report that could positively impact hiring processes Explore outsourcing options for euthanasia services Maintain stable workforce Maintain stable workforce Maintain stable workforce Enhance compassion fatigue program Maintain stable workforce Connect data flow between 311 and DAS Reduce temporary and increase permanent staffing All hardware (mobile data terminals, improved mobile connectivity, radios) is in use in field Expand training to enhance proficiencies Review span of control for effective supervision Due Date Participants Notes & Status 1-Oct-15 1-Oct-15 30-Oct-15 1-Mar-16 30-Oct-15 HR, CCS Completed. Completed. Senior animal officer position added for career ladder. HR, CCS, Completed. Held three hiring events with CVS, WFS Workforce Solutions (WFS). On track for Spring 2016. DAS HR, CCS HR, CCS 30-Oct-15 Civil Service Completed. Five trade journal advertisements were used. Completed. In progress. Eight positions authorized; 5 ASO, 3 AK2. Civil Service is expediting application reviews 30-Nov-15 Civil Service to help fill DAS vacancies by 30-Nov-15 30-Nov-15 CCS 31-Dec-15 BDP 31-Mar-16 HR, DAS 31-Mar-16 HR, DAS 31-Mar-16 HR, DAS 31-Mar-16 HR, DAS 1-Aug-15 CIS Purchasing contacted several vendors and did not find interest. A formal procurement process will be initiated by December 31, 2015. Review existing and potential new solutions by April 1, 2016 De-escalation, customer service and team building trainings. DAS providing needs list. Meeting held Sept 30 for initial review/discussion of reporting structure; DAS providing updated org chart. Complete assessment and recommendation for FY16-17 budget development. All known issues with Mobile units are resolved. DAS Confirmed on 9/25/15. 20 Item 14 15 16 17 Appendix A Project Matrix Cont. Goal Action Item Connect data flow 311-DAS database link will be complete; For between 311 and DAS example, 311 call data will flow into DAS database to trace an impounded animal through final disposition Enhance data Improved location capture collection in 311 and DAS systems Enhance data Implemented loose-owned service request collection in 311 and type DAS systems Enhance data Case information is directly entered into collection in 311 and database in the field DAS systems Due Date Participants Notes & Status 31-Dec-15 1-Aug-15 Completed March 1, 2014. 1-Mar-14 30-Nov-15 Connect data flow 18 between DAS and Courts Assess utilization of GPS functionality 19 DAS field data and photographs will be available in the courts’ database to improve 30-Sep-16 prosecution and enforcement Would improve dispatching in 311 for efficient response Assess utilization of 20 GPS functionality Would improve location capture for impounded dogs for reporting Make technology 21 improvements at the shelter Make technology 22 improvements at the shelter. Increase network bandwidth at DAS ÷ Estimated FY15-16 cost: $15,000 1-Jan-16 Comprehensive technology assessment to determine needs to enhance customer experience and shelter operations. Project Charter finalized. Business CIS, DAS, Requirements Document under review by 311 GIS, 311 and DAS. Timely response needed from all teams to meet the deadline. Completed August 1, 2015. DAS 1-Jan-16 28-Dec-15 1-Jan-16 311 DAS is in the process of scheduling training (to be conducted by Chameleon vendor) for DAS, CIS, field officers in entering data in the "Activity" HLP, Inc. module. Training scheduled to begin 11/18/15. Will be a part of the Comprehensive Technology Road map for DAS. CIS 311 has identified staff to be trained on dispatching using through the Chameleon CIS, DAS, software. Additional hardware required and 311 will be ordered. Training of 311 Dispatch Team to be scheduled in November. A GPS tracking component has been ordered to added to the field officers Panasonic CF-53 CIS mobile laptops. ETA for part is 10/21/15. AT&T has been engaged for the fiber. CIS, AT&T Expedited order submitted to request implementation sooner than 12/04/15. In progress to hire a contractor as a dedicated, business analyst for a CIS comprehensive tech assessment at DAS. 21 Item Appendix A Project Matrix Cont. Goal Action Item Due Date ParticipantsNotes & Status Narrow the focus on smaller grids for greater 23 impact Coordinate with DPD on identifying targeted areas and hyper focus on the grids that need 26-Oct-15 greatest outreach, education, enforcement Narrow the focus on smaller grids for greater 24 impact Strengthen tactics within grids. Examples: Daily tactical initiatives for outreach and enforcement, expedited response to animal calls, team capture approach, foot patrols Coordinate targeted areas with DPD 25 26 27 28 29 30 31 32 Schedule and communicate targeted areas Schedule and communicate targeted areas Wrap vans with DAS information to show presence in community Develop and launch new marketing campaign to address loose dogs and responsible pet ownership Identify and work with new and existing community partners Identify and work with new and existing community partners Use Community Court citations and community service hours Engage DPD for consulting on field response and metrics 31-Mar-16 31-Mar-16 Leverage existing NextDoor and social media to share information and results 1-Nov-15 Wrap vans with DAS information to show presence in community 31-Dec-15 Develop and launch new marketing campaign to address loose dogs and responsible pet ownership Identify and work with new and existing partners: Schools, crime watches, neighborhood associations, businesses Identify and work with new and existing partners: Other City departments Use Community Court citations and community service hours Completed. Reviewed DPD 10-70-20 program DAS, 311, model. Identified and mapped 9 service requests as primary loose dog indicators to GIS narrow the grid. In progress to track specific metrics in target areas, including dispatch response time, DAS citations, field impoundments, registrations, outreach, and surveys. In progress to initiate focus on targeted areas beginning in Nov-15. DAS will collaborate with DPD DPD for crime watch meeting opportunities. On track to launch on Oct-31 at the PetsForLife Outreach event. PIO EBS In progress. Initial 8 vans targeted for completion by Dec. 31, 2015. On track to launch on Oct-31 at the PetsForLife Outreach event. 1-Dec-15 PIO 31-Mar-16 DPD 31-Mar-16 CMO 31-Mar-16 CAO Use Crime Analysis Unit model to guide new 26-Oct-15 metrics; example, ‘dispatch call for service’ report DPD In progress for upcoming sweeps. Additionally, DAS will partner with DPD Community Engagement Units and NPOs from SC, SE. In progress. Various city units engaged to continue support for DAS, including DPD, CIS, 311, GIS, HR, CVS, EBS and CAO. Recommendations needed by 31-Mar-16. Completed and in progress for use during upcoming sweeps. 22 Item Appendix A Project Matrix Cont. Goal Action Item Due Date Launch DAS scorecard modeled on DPD. Once grids are identified and metrics in each are assessed, potential metrics for improvement can be established, and may 1-Apr-16 include: Reductions in response time, high priority calls, un-owned dog bites, impounded dogs; improvements in customer satisfaction, animal registrations, citations and spay/neutered animals Conduct before and after Surveys similar to virtual town hall meetings 34 surveys in targeted areas to place calls in specific areas 31-Mar-16 to measure impact Participants Notes & Status In development, pending results from targeted response initiative. Engage DPD for consulting on field 33 response and metrics 35 36 37A 37B Review and update Review and update current call types, current call types, estimated response times (ERT), service estimated response times level agreements (SLA), and performance (ERT), service level agreements (SLA), and performance Capacity matched to the Review foster home program options for need for loose dog intake intakes Capacity matched to the Identify city facilities as potential sites for need for loose dog intake captured or surrendered dogs Capacity matched to the Identify other facilities as potential sites for need for loose dog intake captured or surrendered dogs Capacity matched to the Mandatory microchipping and spay/neuter 38 need for loose dog intake Capacity matched to the Initiate strategic plan to meet community 39 need for loose dog intake needs DPD, DAS DPD Use DPD 10-70-20 model. Secret shoppers option? QOL briefing January 2016 25-Jan-16 311 12-Nov-15 AAC 31-Mar-16 31-Mar-16 12-Nov-15 12-Nov-15 Need Animal Advisory Commission input EBS, DAS, 3 city-owned site under cost/benefit review for FY16-17. DEV Meeting held with SPCA of Texas on Oct-14, with focus on strengthening existing CMO partnership for transfers. Need Animal Advisory Commission input AAC AAC Need Animal Advisory Commission input 23 Selected Target Area Profile Data Target Area District Total Occupied Vacant Parcel Total Household Household Household Count Population Units Units Units Area in Square Miles District 3 529 1,695 513 481 32 0.3539 District 4 811 1,994 792 711 81 0.2901 District 5 475 2,067 604 554 50 0.2812 District 7 352 474 212 172 40 0.1104 District 8 385 1,093 380 356 24 0.1881 * US Census Bureau 2010 Census Blocks ** Dallas Central Appraisal District tax parcels and appraisal data, 2015