300.61 vicious and potentially dangerous dog permits

1. Number: 300.61
SUBJECT: VICIOUS OR POTENTIALLY DANGEROUS DOG PERMITS Page: 1
Date: 9/24/14
Approved: Ryan Drabek, Director Revised:
I. PURPOSE
To establish a uniform procedure for the distribution, billing, and issuance of a Vicious or
Potentially Dangerous Dog Permit.
II. POLICY
Every owner or keeper of a dog(s) declared Vicious or Potentially Dangerous in accordance with
Orange County Codified Ordinance (OCCO) 4-1-95 is required to maintain a Vicious or
Potentially Dangerous Dog Permit. The permit is to be renewed annually while the dog(s) in
question maintains a declared dog status. The owner will be issued a receipt which will be used
as their proof of obtaining a permit. Only one permit per owner is required regardless of how
many declared dogs are maintained at one property.
Each dog declared Vicious or Potentially Dangerous shall be issued a Vicious or Potentially
Dangerous Dog Identification Tag(s) regardless of whether the owner or keeper has obtained the
permit. Each dog is required to wear that tag in accordance with the imposed conditions and/or
restrictions for maintenance.
The dates of validity associated with each identification tag listed in the Chameleon Tag/Link
window are also the dates of validity for the permit.
III. SCOPE
Applicable to all personnel responsible for the distribution, billing, and/or issuance of Vicious or
Potentially Dangerous Dog Permits.
IV. FORMS
Receipt Book Receipt
Internal Field Billing Memo (Billing Slip)
V. REFERENCES
OCCO 4-1-95
Food and Agriculture (F&A) Code 31622

2. Number: 300.61
SUBJECT: VICIOUS OR POTENTIALLY DANGEROUS DOG PERMITS Page: 2
Date: 9/24/14
Approved: Ryan Drabek, Director Revised:
VI. DEFINITIONS
Vicious or Potentially Dangerous Identification Tag – A permanent tag issued to the dog owner
or keeper. This tag is red in color, will be imprinted with “Orange Co”, a “V-“ and a three (3)
digit number, followed by OC Animal Care’s main phone number.
VII. PROCEDURE
A. Issuance of the Vicious or Potentially Dangerous Dog Permit:
1. In accordance with F&A Code 31622 Notice of Determination: Appeal, the owner or
keeper of a declared dog has no more than 30 days after the date of the determination or
35 days if notice of the determination is mailed to the owner or keeper of the dog to come
into full compliance with the required conditions and/or restrictions in place for the owner
or keeper to maintain the dog(s) on their property. The owner or keeper must obtain the
permit within the allotted time by either purchasing the permit at the OC Animal Care
Shelter or at the time of the first compliance check.
2. Should the owner or keeper fail to obtain, or maintain, the required permit, they may
receive a citation for non-compliance, be assessed a non-compliance fee and/or the dog
may be impounded.
3. Permits are to be renewed annually and will expire 12 months from the date in which they
were issued.
4. Should the owner or keeper fail to pay the permit fee, the fees will accrue similar to dog
license fees. The owner or keeper will be held liable for back permit fees up to 4 years
prior or longer if a judgment has been awarded on OC Animal Care’s behalf against the
owner, regardless of whether the declaration was rescinded after that time. Billing
instructions are located below.
5. On the compliance check prior to the permit expiring, the officer performing the check
will advise the owner or keeper of the expiration date of the permit and attempt to collect
the permit fee. If the owner is unable to renew the permit at that time and fails to renew
before the expiration date, the owner or keeper will be billed for the amount due.
6. If, after 36 months of the dog(s) being declared, the Chief of Field Services may rescind
the declaration as long as no other incidents have occurred within that time period. At
that time, the permit will no longer be required to be renewed.

3. Number: 300.61
SUBJECT: VICIOUS OR POTENTIALLY DANGEROUS DOG PERMITS Page: 3
Date: 9/24/14
Approved: Ryan Drabek, Director Revised:
B. Issuance of the Vicious or Potentially Dangerous Dog Permit Identification Tag:
1. Regardless of whether the owner or keeper has paid the permit fees in full, each declared
dog on the property will be issued an identification tag. Multiple tags may be issued
under one permit. The tag is to be worn by the dog(s) at all times for safety purposes in
the event the dog escapes its property. The distinct look of the tag is meant to alert staff
and the public that the dog is declared and to use caution.
2. The tags will be maintained by the Operations Department. When a new box of tags is
required, the Operations Desk Sergeant will obtain them from the Procurements Division.
3. When a tag is to be issued in the field, it will be securely affixed to the file and given to
the owner or keeper by the officer completing the first compliance check. The officer
will attempt to collect the permit fee at that time. If the owner or keeper complies, the
officer is to issue a receipt from their Receipt Book along with the tag and create a
Chameleon receipt. If the owner or keeper is unable to comply, they are to be given the
tag and will be billed for the amount owed.
C. Permit Billing:
1. When preparing the file for the first compliance check, the Operations Desk Sergeant will
check the Tag/Link window in Chameleon to ascertain whether the owner or keeper has
obtained the permit and document their findings on the Compliance Checklist. If the
permit has not been obtained, the Sergeant or Lieutenant completing the first compliance
check will attempt to collect the permit fee when they meet with the owner or keeper as
specified above.
2. Should the owner or keeper be unable to purchase the permit at this time, the compliance
issue is to be thoroughly documented in the file anecdotal and the Operations Desk
Sergeant will complete an OC Animal Care Internal Billing Memo (billing slip) which
will begin the collection process.
3. Upon review of Potentially Dangerous or Vicious Dog files that are due for compliance
checks, the Operations Desk Sergeant will initiate a billing slip for owners who are
nearing the renewal date for the following years permit. Billing slips are to be initiated no
later than 45 days prior to it becoming due. A note is to be added on the billing slip
indicating when the renewal is due. By adding the due date, the owner will not be sent to
Collections unless they fail to pay within 30 days of payment becoming due. The billing
slip is to be completed as follows:

4. Number: 300.61
SUBJECT: VICIOUS OR POTENTIALLY DANGEROUS DOG PERMITS Page: 4
Date: 9/24/14
Approved: Ryan Drabek, Director Revised:
a. Activity # - Enter the Chameleon Activity number assigned to the case.
b. PID # - Enter the Chameleon Person ID (PID) number of the owner or keeper.
c. AID # - Enter the Chameleon Animal ID (AID) number for the dog(s) in question.
List the AID for each dog. Two spaces have been provided. If there are more than 2
dogs declared at the address, add the additional AID(s) directly below the others in the
open space above the Date. All declared dog AIDs must be listed.
d. Date – Enter the date the billing memo is being completed.
e. Name – Enter the first and last name of the owner or keeper.
f. Address – Enter the street address of the owner or keeper.
g. City/State/Zip – Enter the city, state and zip code of the address in “f”.
h. OCCO Section – Mark the appropriate box to indicate with OCCO has been violated.
i. Please bill on the following boxes checked below – Mark the appropriate box or
boxes to indicate the purpose of the billing. Enter the amount to be billed in the space
next to the item.
j. Requested By – Enter the first initial and last name of the staff member requesting the
billing.
k. Date – Enter the date in which the request is being made.
l. Comments – Enter any special billing instructions, e.g. restrictions on payment
arrangements, partial payments made, etc. Enter the due date of any fees included on
this billing slip. If a due date is not entered here, A/C will provide the owner or
keeper 30 days to pay prior to placing the account in collections.
4. The Operations Desk Sergeant is to present the completed billing slip to the OC Animal
Care Accounting Department to initiate billing through the Auditor Controller who is
responsible for accounts payable. The accounting associate will initial and date the slip to
indicate receipt. The white copy of the slip is returned to the Sergeant and the yellow
copy stays with the Accounting Department.
5. The white copy of the completed, dated, and initialed billing slip will be placed by the
Sergeant in the appropriate section of the white office permanent case file. The Sergeant
will also indicate the submission of the slip to the Accounting Department in the
anecdotal of both the white office permanent case file and the red Compliance Check
Field file, as well as in the memo on the Person ID in Chameleon.
6. Upon submission to the Accounting Department, a corresponding Chameleon receipt will
be created by the Operations Desk Sergeant to indicate the charges billed. This receipt
will be created the same as any other, the difference being that there will be no payment
information listed on the receipt. Once the receipt is stored with no payment received, it
will create an outstanding balance which will show up as a balance line (debt) attached to

5. Number: 300.61
SUBJECT: VICIOUS OR POTENTIALLY DANGEROUS DOG PERMITS Page: 5
Date: 9/24/14
Approved: Ryan Drabek, Director Revised:
the Person ID listed on the receipt. The receipt stored, with no payment information,
causing the generation of a balance line, is commonly referred to as a “balance receipt”.
Future payments will be applied toward this balance line, which lists the receipt it was
generated from in the “Reference No.” section of the receipt window. To locate open
balance lines for any given Person ID, simply input the Person ID into the receipt
window, select “Procedures” from the drop down menu at the top of the window, and
select “Debt Lookup”. Any open balance lines for the Person ID listed will populate in
the “Line Item” section of the receipt window and the corresponding “Balance Receipt”
numbers for each respective balance line will be listed in the “Reference No.” section of
the receipt window.
7. Once the balance receipt has been created, the Sergeant will verify the balance owed by
the owner or keeper against the Vicious Dog Database maintained by the Accounting
Department located in the shared drive folder: Z:Operations Desk Billing. The Vicious
Dog Database includes information on the owner or keeper and what items they have
been billed for and what they have paid to date. Any discrepancies between the balance
owed on the Chameleon receipt and the Vicious Dog Database will be researched and
corrected by either creating a new Chameleon receipt to indicate payments made through
the TTC which have not been recorded on the Chameleon receipt, or by notifying the
Accounting Department of credits to be issued due to incorrect billing or of payments
made against invoices that were never recorded in the Vicious Dog Database.
8. Once the billing information has been sent to AC, OC Animal Care staff is no longer able
to accept payments. They owner or keeper is to be referred to the TTC for payment
arrangements.
D. Chameleon Inputting of the Permit:
1. Once the owner or keeper has either obtained the permit or been billed, the identification
tag(s) are to be input into the Tag/Link window. The following steps are to be taken
(Only the fields mentioned below require an entry):
a. Person ID – Enter the Chameleon Person ID for the owner or keeper.
b. Animal ID – Enter the Chameleon Animal ID for the dog.
c. Tag No – Enter the red permit identification tag number starting with the letter “V”
and the year the tag was issued/renewed. For example, V13-594.
d. Tag Type – Using the drop down menu, select “Vicious Perm”.
e. Subtype – Using the drop down menu, select “Field”.
f. Status – Using the drop down menu, select “Current”.

6. Number: 300.61
SUBJECT: VICIOUS OR POTENTIALLY DANGEROUS DOG PERMITS Page: 6
Date: 9/24/14
Approved: Ryan Drabek, Director Revised:
g. Tag Date – Enter the date in which the tag was issued. This date will be the date the
dog was originally declared. To find this date, look for the original declaration letter
delivered to the dog owner and find the date they signed the declaration or the date it
was delivered to them. Any question over the date of declaration should be referred to
a supervisor.
h. Term – Enter “12” to indicate the tag/permit is good for 12 months from the date of
declaration.
i. Tag Exp – Enter the date in which the tag/permit will expire. The date should be
twelve (12) months from the date of issuance.
j. Price – Enter the amount the owner or keeper paid on the date of issuance. If no
payment was received, leave this field blank.
k. Receipt No – Enter the Chameleon Receipt number that accounts for that payment. If
no payment was received, leave this field blank.
l. Store the window.