Agenda Item # 4
Columbus Consolidated Government
Council Meeting

06/06/2017

Agenda Report # 139


TO: Mayor and Council

SUBJECT: UGA/CCG County Extension Personnel Contract/M.O.U

INITIATED BY: Cooperative Extension


Recommendation: Approval is requested to have the University of Georgia and Columbus Consolidated Government enter into a County Extension Personnel Contract/Memorandum of Understanding.
Background: The University of Georgia by and on behalf of the University of Georgia Cooperative Extension hereinafter referred to as the UGA EXTENSION do hereby agree to cooperate in the operation of an Extension education program in agriculture, natural resources and environmental management, family and consumer science, 4-H/youth work, and subjects related thereto in Columbus Consolidated Government.

Analysis: This has been a longstanding agreement, but annually an MOU needs to be signed. The UGA EXTENSION shall:

1. Employ and supervise County Extension personnel. It shall be the responsibility of the UGA EXTENSION to establish minimum qualifications for County Extension personnel, certify the qualifications of all applicants, and to determine the total salary applicants are to be paid.

2. Appoint County Extension personnel in compliance with Equal Employment Opportunity regulations and subject to the approval of the CCG.

3. In the event the work of any County Extension staff member becomes unsatisfactory to the CCG, it shall be the responsibility of the CCG to communicate this dissatisfaction to the District Extension Director of the UGA EXTENSION. It shall then be the responsibility of the UGA EXTENSION to appropriately deal with the dissatisfaction and advise the CITY of action taken, if any. The UGA EXTENSION shall have the right to terminate or transfer personnel from the county. In either case, UGA Extension will select a replacement for the county, following the procedure described above.

4. Keep at all times an accurate record of all funds received and disbursed under this agreement including all support documents. The UGA EXTENSION shall retain such records for a period of three (3) years unless an audit has begun but not been completed or if the audit findings have not been resolved at the end of three (3) year period. In such cases, the records shall be retained until the audit is complete or until the resolution of the audit findings.

5. Carry out all work under this agreement in accordance with the administrative and other requirements, including personnel matters, established by the University of Georgia, federal and state laws, regulations, and standards.

6. Provide County Extension personnel with the necessary stationery, envelopes, publications and other educational materials needed for an effective program. The UGA EXTENSION also agrees to plan, implement and conduct training as necessary to keep County Extension personnel adequately prepared to conduct effective, relevant Extension programs.

7. Pay a portion of the salary and associated benefits of County Extension personnel at a rate in compliance with the Board of Regents and the UGA EXTENSION salary administration policies.

8. Reimburse all County Extension personnel directly for expenses incurred on behalf of the UGA EXTENSION for officially designated travel outside Columbus-Muscogee County as authorized by the District Extension Director.

9. Support County Extension personnel and the Extension program in Columbus Consolidated Government with necessary assistance of district and state subject matter and supervisory personnel and other resources as available from the University of Georgia, the University System of Georgia, and other agencies and organizations with whom the UGA EXTENSION cooperates.

10. Report to the Columbus Consolidated Government City Council at regular intervals on the nature of the County Extension program and progress being made.

The CCG shall:

1. Provide a suitable County Extension office; the suitability of the office to be agreed on by all parties. The CCG further agrees to provide sufficient funds to pay for necessary office supplies, office equipment, telephone, utilities, data communication/networking (including broadband internet connectivity), postage, demonstration materials, janitorial service and other items necessary for the operation of an effective Extension education program.

a. Coordinate with UGA Extension IT personnel prior to the removal or modification of county office network infrastructure deployed and/or managed by UGA Extension. The city shall also coordinate with UGA Extension IT personnel prior to the addition of new network infrastructure where the existing network infrastructure has been deployed or is managed by UGA Extension.
b. Coordinate with UGA Extension IT personnel in planning for the relocation of an existing or establishment of a new Extension office where the network infrastructure and/or computing resources will be managed by UGA Extension.
c. Allow the installation and use of client software and unrestricted access to online resources deemed necessary by UGA Extension to conduct Extension business operations and program delivery.

2. Provide a portion of the salaries and associated benefits of County Extension personnel as shall be agreed upon by UGA EXTENSION and the CCG. Salary and benefits, including leave, shall be calculated according to policies established by the Board of Regents. The UGA EXTENSION will provide monthly statements to the CCG reflecting the CITY portion of benefits and/or salary. CCG reimbursement for city portion of benefits will be made to the UGA EXTENSION in the full amount upon receipt of the statement. CITY reimbursement for county portion of salary shall be paid monthly by the CCG directly to County Extension personnel unless some other method is agreed upon in writing by the UGA EXTENSION and the CCG.

3. Agree to pay their share of the annual leave payment in accordance with UGA leave policy, whenever an individual terminates employment through resignation or retirement, and chooses to take a lump-sum payment for accumulated annual leave

4. Reimburse the travel expenses of County Extension personnel for official travel on behalf of Columbus Consolidated Government. The reimbursement shall be paid monthly by the CCG directly to County Extension personnel unless some other method is agreed upon in writing by the UGA EXTENSION and the CCG.

5. Approve or disapprove appointment recommendations of County Extension personnel.

6. Notify the District Extension Director of the UGA EXTENSION if the work of any County Extension staff member is unsatisfactory to the CITY.

7. Evaluate financial support to the UGA EXTENSION annually, make adjustments as necessary for continued effective support, and to notify the UGA EXTENSION of these adjustments. The evaluation should include salary dollars for cost-of-living and/or merit increases.


Financial Considerations: There will not be any change in the amount funded by CCG to Cooperative Extension. Please see number 2 and number 7 under CCG provisions.

Legal Considerations: Any contract involving the City requires Council approval.

Recommended /Actions: Approval is requested to have the University of Georgia and Columbus Consolidated Government enter into a County Extension Personnel Contract/Memorandum of Understanding.

MOU-CCG e04-2016.pdfMOU-CCG e04-2016.pdf


A RESOLUTION
NO._____

A RESOLUTION AUTHORIZING TO HAVE UGA/CCG COUNTY EXTENSION PERSONNEL CONTRACT/MEMORANDUM OF UNDERSTANDING

WHEREAS, Board of Regents of the University System of Georgia, acting on behalf of University of Georgia Cooperative Extension Service, and Columbus Consolidated Government (CCG) desire to enter into a contract for county extension personnel and memorandum of understanding; and,

WHEREAS, the purpose of the contract is for the CCG and the University of Georgia, Cooperative Extension enter into an agreement, which has been longstanding for several years; and,

WHEREAS, UGA Extension shall employ and supervise County Extension personnel. It shall be the responsibility of the UGA EXTENSION to establish minimum qualifications for County Extension personnel, certify the qualifications of all applicants, and to determine the total salary applicants are to be paid; and,

WHEREAS, UGA Extension shall appoint County Extension personnel in compliance with Equal Employment Opportunity regulations and subject to the approval of the CCG; and,

WHEREAS, UGA Extension in the event the work of any County Extension staff member becomes unsatisfactory to the CCG, it shall be the responsibility of the CCG to communicate this dissatisfaction to the District Extension Director of the UGA EXTENSION. It shall then be the responsibility of the UGA EXTENSION to appropriately deal with the dissatisfaction and advise the CITY of action taken, if any. The UGA EXTENSION shall have the right to terminate or transfer personnel from the county. In either case, UGA Extension will select a replacement for the county, following the procedure described above; and,

WHEREAS, UGA Extension keep at all times an accurate record of all funds received and disbursed under this agreement including all support documents. The UGA EXTENSION shall retain such records for a period of three (3) years unless an audit has begun but not been completed or if the audit findings have not been resolved at the end of three (3) year period. In such cases, the records shall be retained until the audit is complete or until the resolution of the audit findings; and,

WHEREAS, UGA Extension carry out all work under this agreement in accordance with the administrative and other requirements, including personnel matters, established by the University of Georgia, federal and state laws, regulations, and standards; and,

WHEREAS, UGA Extension provide County Extension personnel with the necessary stationery, envelopes, publications and other educational materials needed for an effective program. The UGA EXTENSION also agrees to plan, implement and conduct training as necessary to keep County Extension personnel adequately prepared to conduct effective, relevant Extension programs; and,

WHEREAS, UGA Extension pay a portion of the salary and associated benefits of County Extension personnel at a rate in compliance with the Board of Regents and the UGA EXTENSION salary administration policies; and,

WHEREAS, UGA Extension reimburse all County Extension personnel directly for expenses incurred on behalf of the UGA EXTENSION for officially designated travel outside Columbus-Muscogee County as authorized by the District Extension Director; and,

WHEREAS, UGA Extension support County Extension personnel and the Extension program in Columbus Consolidated Government with necessary assistance of district and state subject matter and supervisory personnel and other resources as available from the University of Georgia, the University System of Georgia, and other agencies and organizations with whom the UGA EXTENSION cooperates; and,

WHEREAS, Columbus Consolidated Government shall provide a suitable County Extension office; the suitability of the office to be agreed on by all parties. The CCG further agrees to provide sufficient funds to pay for necessary office supplies, office equipment, telephone, utilities, data communication/networking (including broadband internet connectivity), postage, demonstration materials, janitorial service and other items necessary for the operation of an effective Extension education program:

a. Coordinate with UGA Extension IT personnel prior to the removal or modification of county office network infrastructure deployed and/or managed by UGA Extension. The city shall also coordinate with UGA Extension IT personnel prior to the addition of new network infrastructure where the existing network infrastructure has been deployed or is managed by UGA Extension.
b. Coordinate with UGA Extension IT personnel in planning for the relocation of an existing or establishment of a new Extension office where the network infrastructure and/or computing resources will be managed by UGA Extension.
c. Allow the installation and use of client software and unrestricted access to online resources deemed necessary by UGA Extension to conduct Extension business operations and program delivery; and,

WHEREAS, Columbus Consolidated Government provide a portion of the salaries and associated benefits of County Extension personnel as shall be agreed upon by UGA EXTENSION and the CCG. Salary and benefits, including leave, shall be calculated according to policies established by the Board of Regents. The UGA EXTENSION will provide monthly statements to the CCG reflecting the CITY portion of benefits and/or salary. CCG reimbursement for city portion of benefits will be made to the UGA EXTENSION in the full amount upon receipt of the statement. CITY reimbursement for county portion of salary shall be paid monthly by the CCG directly to County Extension personnel unless some other method is agreed upon in writing by the UGA EXTENSION and the CCG; and,

WHEREAS, Columbus Consolidated Government when an individual terminates employment through resignation or retirement, and chooses to take a lump-sum payment for accumulated annual leave, the CITY agrees to pay their share of the annual leave payment in accordance with UGA leave policy; and,

WHEREAS, Columbus Consolidated Government reimburse the travel expenses of County Extension personnel for official travel on behalf of Columbus Consolidated Government. The reimbursement shall be paid monthly by the CCG directly to County Extension personnel unless some other method is agreed upon in writing by the UGA EXTENSION and the CCG; and,

WHEREAS, Columbus Consolidated Government approve or disapprove appointment recommendations of County Extension personnel; and,

WHEREAS, Columbus Consolidated Government notify the District Extension Director of the UGA EXTENSION if the work of any County Extension staff member is unsatisfactory to the CITY; and,

WHEREAS, Columbus Consolidated Government evaluate financial support to the UGA EXTENSION annually, make adjustments as necessary for continued effective support, and to notify the UGA EXTENSION of these adjustments. The evaluation should include salary dollars for cost-of-living and/or merit increases; and,

WHEREAS, the executed contract agreement will become part of this resolution by reference and will be filed with the Clerk of Council.

NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:

_____________

Introduced at a regular meeting of the Council of Columbus. Georgia, held the _____ day of ________________ 2017, and adopted at said meeting by the affirmative vote of _______________ members of Council.


Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Davis voting __________.
Councilor Garrett voting __________.
Councilor Henderson voting __________.
Councilor Huff voting __________.
Councilor Thomas voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.




_______________________________ _________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor