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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