SUBJECT: 2014 Georgia County Internship Program Grant/Association of County
Commissioners of Georgia Civic Affairs Foundation

INITIATED BY: Human Resources Department

Recommendation: Approval is requested to submit an application and, if approved, accept $2,000 from the Association of County Commissioners of Georgia Civic Affairs Foundation to hire an Intern to update forms used in the Records Management System for a ten week period of the summer of 2014.

Background: The Association of County Commissioners of Georgia’s Civic Affairs Foundation provides summer and fall grants to hire college interns to work for ten weeks on various projects for its member counties.

Analysis: The CCG Human Resources Department processes forms whenever there is a change of status for its approximately three-thousand employees. Each time a change is made the information must be entered into the correct data-base and ultimately included in the employee’s personnel file. Many of these forms are not available on the electronic database and therefore must be manually completed and delivered to the Human Resources Department. This manual process may expose personal and sensitive information to individuals other than the employees and the Human Resources Department.

Automated forms can be completed and electronically delivered to the Human Resources Department, thereby reducing the opportunities for fraud and breaches of confidentiality.

Financial Considerations: There is no financial obligation for the City.

Projected Annual Fiscal Impact Statement: The Columbus Consolidated Government will not be required to continue this internship when the grant funds have been expended.

Legal Considerations: The Columbus Consolidated Government is a member of the Association of County Commissioners of Georgia and as such is eligible to apply for funds from the organization.

Recommendations/Actions: Approve a resolution authorizing the City Manager to submit a grant application and, if approved, accept funds from the Association of County Commissioners of Georgia Civic Affairs Foundation for the 2014 Summer Georgia County Internship Program and to amend the Multi-governmental Fund by $2,000.

Summer Grant Contract Package.pdf

WHEREAS, funds have been made available from the Association of County Commissioners of Georgia Civic Affairs Foundation to the Columbus Consolidated Government Human Resources Department for a ten-week period during the 2014 summer months; and,

WHEREAS, these funds will be used to hire a college intern to evaluate the forms used by the Human Resources Department and make recommendations on those that can be automated for easier access and completion; and,

WHEREAS, the Association of County Commissioners of Georgia Civic Affairs Foundation solicited its membership to submit applications for projects that college interns can perform over a ten-week period in the summer of 2014; and,

WHEREAS, the City does not have to provide a match to receive these funds.

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

That the City Manager is hereby authorized to submit a grant application to the Association of County Commissioners of Georgia Civic Affairs Foundation to fund a summer intern for ten-weeks during the 2014 summer and, if awarded, accept a $2,000 grant to pay for the services of the intern.