Columbus, Georgia

Georgia's First Consolidated Government

Post Office Box 1340
Columbus, Georgia, 31902-1340
(706) 653-4013
fax (706) 653-4016

Council Members

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.











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

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