Agenda 10/23/2018 Item #16D1210/23/2018
EXECUTIVE SUMMARY
Recommendation to approve the First Amendment of the Memorandum of Understanding (MOU)
between Collier County and University of Florida Board of Trustees on Behalf of Collier County
Extension (UF) to clarify and update the shared salary and benefit contributions of Collier County
and UF as stated in the MOU dated February 23, 1999.
OBJECTIVE: To clarify and update the shared salary and benefit contributions of Collier County and
UF as stated in the MOU dated February 23, 1999.
CONSIDERATIONS: The University of Florida Institute of Food and Agricultural Sciences (UF/IFAS)
Collier County Extension Service is a federal, State, and County partnership dedicated to developing
knowledge in agriculture, human and natural resources, and the life sciences to make that knowledge
accessible to County residents to sustain and enhance the quality of human life.
This proposed amendment to the MOU is for the County to benefit from an offer from UF to contribute
10% salary, proportionate related salary/payroll expenses, and benefits/privileges available to UF faculty
members. This is specially directed to the 100% County funded Program Coordinator position that is
open and available to start the hiring process. UF acknowledges that by contributin g to the salary and
benefits of this position, the County can convert the Coordinator job to a UF recognized Extension Agent
with full faculty benefits and privileges. UF will then have the opportunity to increase training and
science-based influence on the outreach of the position. The County will benefit financially, and the
successful Extension Agent candidate will have increased growth opportunities as a UF faculty member.
The MOU specifies the jointly funded portion of salary and benefits for design ated Extension Agents as
40% County funded and 60% UF funded. Flexibility is needed to convert existing 100% County funded
Courtesy Agents or similar County positions to UF Extension Agents with faculty benefits and privileges.
FISCAL IMPACT: By sharing the funding of the salary and proportionate salary/payroll expenses with
UF, and UF providing all benefits and privileges available to UF faculty members under the UF benefit
plans of former 100% County funded Courtesy Agent or similar County positions, the County will save a
minimum of $19,000 per position annually upon succession.
GROWTH MANAGEMENT IMPACT: There is no Growth Management impact.
LEGAL CONSIDERATIONS: This Item is approved as to form and legality, and requires majority
vote for Board approval -CMG
RECOMMENDATION: To approve and authorize the Chairman to execute the First Amendment to the
Memorandum of Understanding between Collier County and the University of Florida Board of Trustees
on Behalf of Collier County Extension.
Prepared By: Twyla Leigh, Director, University Extension Services Division
ATTACHMENT(S)
1. MOU Amendment #1 Signed by UF (PDF)
2. MOU between Collier and UF 1999 (PDF)
16.D.12
Packet Pg. 1239
10/23/2018
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.D.12
Doc ID: 7022
Item Summary: Recommendation to approve the First Amendment of the Memorandum of
Understanding (MOU) between Collier County and University of Florida Board of Trustees on Behalf of
Collier County Extension (UF) to clarify and update the shared salary and benefit contributions of Collier
County and UF as stated in the MOU dated February 23, 1999.
Meeting Date: 10/23/2018
Prepared by:
Title: – University Extension Services
Name: Twyla Leigh
10/11/2018 10:14 AM
Submitted by:
Title: – University Extension Services
Name: Twyla Leigh
10/11/2018 10:14 AM
Approved By:
Review:
Public Services Department Todd Henry Level 1 Reviewer Skipped 10/11/2018 3:38 PM
Public Services Department Todd Henry Level 1 Division Reviewer Completed 10/11/2018 3:39 PM
Public Services Department Steve Carnell Level 2 Division Administrator Review Completed 10/11/2018 4:47 PM
County Attorney's Office Colleen Greene Level 2 Attorney Review Completed 10/12/2018 10:37 AM
County Attorney's Office Emily Pepin CAO Preview Completed 10/12/2018 11:07 AM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 10/12/2018 11:07 AM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 10/12/2018 11:22 AM
Budget and Management Office Ed Finn Additional Reviewer Completed 10/15/2018 9:04 AM
County Manager's Office Heather Yilmaz Level 4 County Manager Review Completed 10/15/2018 5:17 PM
Board of County Commissioners MaryJo Brock Meeting Pending 10/23/2018 9:00 AM
16.D.12
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16.D.12.a
Packet Pg. 1241 Attachment: MOU Amendment #1 Signed by UF (7022 : Univ. Extension MOU Amendment #1)
16.D.12.a
Packet Pg. 1242 Attachment: MOU Amendment #1 Signed by UF (7022 : Univ. Extension MOU Amendment #1)
MEMO UM OF UmEWSTAmING
Flo~da Cooperafive Extension Service,
Ins~hte of Food and Agriculhral Sciences,
University of Flo~da
and
The Board of County Commissioners
of Collier County, Flo~da
16.D.12.b
Packet Pg. 1243 Attachment: MOU between Collier and UF 1999 (7022 : Univ. Extension MOU Amendment #1)
MEMO UM OF ERST PNG
is entered into this
1999, b political subdivisi
of 330 1 Tarniami Trail, East, Naples, Florida 34 1 12, hereinafter referred to as ''CO~TU," and the
Florida Cooperative Extension Service, a division of the Institute of Food and Agricultural Sciences
(IFAS) ofthe University of Florida, having a mailing address of Post Ofice Box 1 10 180, Gainesville,
Florida 3261 1, hereinafter referred to as uE%%7ENSION SERVIeEan
REAS, the Extension Service was established for the specific purpose of extending
educational information fiom the University to the people of the state on subjects relating to
agriculture, family and consumer sciences, 4-H and youth, community and natural resource
development, energy conservation, and marirle advisory programs; and
AS, the laws creating the Extension Service were specifically designed to ensure that
the findings of research in these areas were available to the people in their communities; and
AS, to assure that educational programs offered by the Extension Service meet the
needs of local clientele, it is important that both elected and appointed officials of each level of
government understand their respective responsibilities and relationships in the conduct of this work.
NOW, ORE, in consideration of the premises and covenants contained herein, and
other valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the County
and Extension Service agree as follows:
I. - The intent of this document is to hrther enhance the cooperative relationship
existing between the County and the Extension Service as provided by Section 240.505 Florida
Statutes (Attachment No. 1). The Memorandum of Understanding is an effort to comply with the
statute with maximum efficiency and to establish a clear and effective structure in which the County
Extension Director, agents, and other employees of the Extension Service will be expected to operate
while assigned to Collier County.
A. With respect to County Extension faculty who receive any portion of their salary fiom
the State of Florida, the Extension'se~ce will:
1. Establish minimum requirements and qualifications for employment of faculty in
Extension Service work.
2. Advertise vacancies; receive and examine applications for employment.
3. Interview and screen applicants to determine their qualifications for employment in
Extension Service work.
16.D.12.b
Packet Pg. 1244 Attachment: MOU between Collier and UF 1999 (7022 : Univ. Extension MOU Amendment #1)
4. Recommend to the County qualified applicants for appointment to vacant or new
County Extension faculty positions in keeping with provisions of Section 240.505, Florida
Statute.
5. Recommend the starting salaries of County Extension faculty.
B. With respect to management and administration, Extension Service will:
1. Through the County Extension Director prepare and submit a proposed annual budget
to the County which shows all staffpositions, total salaries and benefits, and expenditures for
operating the Extension program in the County.
2. Provide authorization and hnds necessary for required official state travel and per
diem for faculty in-service training and other out-of-County program development meetings.
3. Provide County Extension hculty with official postage, envelopes, bulletins, leaflets,
and other publications for educational purposes. When knding is provided by Collier County
for the above, the statement, "Funding for the duplication of this publication is provided, in
part, by the Collier County Board of County Commissioners," will be added. Any jointly
fbnded publication will also feature the county logo if the University of Florida logo is used.
Provide access to the IFAS computer network and computer software for micro computers
developed by IFAS for educational purposes.
4. Accept responsibility and provide administration, supervision, and an evaluation of all
state knded County Extension programs, the County Extension faculty, Courtesy Extension
faculty, and state-paid career service personnel, including compliance with the state and
federal requirements of Affirmative Action and Equal Employment Opportunity guidelines.
5. Develop and administer a personnel management plan that will provide for:
a. The annual review of each County Extension faculty member's performance.
b. Counseling for job improvement where needed.
c. Periodic County program reviews.
d. Provide a formal method for the County to jointly determine program needs and
to have input into the staffing of necessary Extension personnel to meet those needs.
6. Provide a staff of state Extension subject-matter specialists to continuously train
County Extension faculty in current technology and'other changes affecting agriculture, family
and consumer sciences, 4-H and youth, community and natural resource development, energy
conservation, and marine advisory programs, and to assist them in the conduct of educational
programs in these areas, in a manner pursuant to locally identified needs.
16.D.12.b
Packet Pg. 1245 Attachment: MOU between Collier and UF 1999 (7022 : Univ. Extension MOU Amendment #1)
7. Provide County Extension fimlty with training programs as needed to maintain their
effectiveness in program delivery.
8. Develop and maintain a County Advisory Council through joint appointment of
Council members to ensure that County Extension programs are based on the particular needs
of the people in the County.
A. With respect to the County Extension faculty, the County will:
1. Participate in the employment of County Extension faculty members in accordance
with the provisions of Section 240.505, Florida Statutes. Ensure that the employment of
Courtesy Extension Faculty members is done in a manner which will insure Courtesy status
being approved by Extension Service. Courtesy Extension Faculty is defined by University
of Florida Rules as a person(s) "having the appropriate professional qualifications who are
appointed without compensation to a department, center or unit faculty. Persons appointed
with this status may or may not be otherwise afEliated with the University. This appointment
is not eligible for tenure or permanent status. Time spent in this appointment shall not count
as tenure or permanent status earning service."
2. Provide the County's portion of the salaries and fiinge benefits of County Extension
faculty members. County Extension faculty will be eligible to participate in other County
insurance programs subject to the policies of the Board of County Commissioners.
3. Provide at least 40 percent of the County Extension Director's salary up to the
maximum allowed by the County's personnel pay plan, and evaluate the Director's
performance based upon jointly agreed-upon annual goals.
B. With respect to management and administration, the County will:
1. Review and consider the proposed annual budget provided, pursuant to paragraph II,
B. 1 above, and take appropriate action thereon.
2. Provide office space and equipment, salaries for secretaries and other agreed-upon
personnel including Courtesy agents, utilities, telephones, office supplies, hnding andlor
vehicle for official county travel, demonstration materials, and other items needed for the
effective operation of the County Extension office and program.
3. Confer with and advise the District Extension Director and County Extension Director
and the County Extension Advisory Council as appropriate relative to County Extension
programs.
16.D.12.b
Packet Pg. 1246 Attachment: MOU between Collier and UF 1999 (7022 : Univ. Extension MOU Amendment #1)
4. FuM the County's role in administration of the County Extension program through
the County Administrator's office, with advisory council input, which will include a formal
request for the creation of a needed educational program or elimination of any educational
program andlor County faculty position which no longer effectively serves the educational
needs of local residents.
5. Provide for the employment of Courtesy Extension Faculty as needs may be
determined by the County.
A. That the County Extension faculty will follow County policies relative to office hours,
holidays, and drug-free work force.
B. That all County Extension faculty appointments will be made cooperatively in accordance
with Section 240.505, Florida Statutes.
C. To cooperate in applying Affirmative Action and Equal Opportunity plans for Extension
Service.
D. The Extension Director will fbnction as a Collier County Department Director. The
County Extension Director will be jointly responsible to the County Administrator and District
Extension Director for the development, implementation, and accountabiIity of a Collier County
Cooperative Extension program. The performance of the County Extension Director will be jointly
evaluated annually by Collier County and IFAS, the Cooperative Extension Service. The University
of Florida will provide primary leadership to the Director for administration of programs; whereas
Collier County will provide primary leadership to the Director for management and administration
of County-provided resources. Through the County Director, by way of District Extension Director,
the University will provide administration, supervision, and evaluation of all County faculty who
receive any part of their salaries from state finds.
1. The rules and policies of the University of Florida and the Board of Regents of the
State of Florida shall be used in granting annual leave for County Extension Faculty unless
County policy provides for less annud leave. Where there is a codict between County policy
and the University regarding granting of official holidays, the County policy will govern.
2. The County Extension Faculty member will be eligible to participate in all University
of Florida insurance policies including life, health, and accident policies. Any County
Extension Faculty member holding a federal appointment will also be eligible at hidher
discretion to participate in federal life and health insurance policies. No County finds will be
expended in connection with any University of Florida or federal insurance policy.
3. That County Extension support staff paid solely by the County will be governed by
County policies and procedures regarding County personnel.
16.D.12.b
Packet Pg. 1247 Attachment: MOU between Collier and UF 1999 (7022 : Univ. Extension MOU Amendment #1)
4. That each County Extension Faculty member (except Courtesy Agents) employed
prior to July 1, 1983, participate in the federal retirement program, for which no County hnds
are required. County Extension Members employed after June 30, 1983, are covered by the
Florida Retirement System or the Optional Retirement System (ORS) and Social Security and
do not participate in the federal retirement program. The County agrees to pay the
appropriate percent (i.e., the same percentage it pays of the salary) of the Social Security
Taxes and Florida Retirement System, or ORS contributions for each County Extension
Faculty member not participating in the federal retirement program.
5. That the County agrees to pay the appropriate percentage (i.e., the same percent it
pays of the salary) of all worker's compensation for each County Extension Faculty member
employed after June 30, 1983. Extension will pay Erom federal &nds worker's compensation
for County Extension Faculty members who hold federal appointments. County Extension
Faculty members employed after June 30, 1983, no longer hold a federal appointment.
V. -
k In March of each year, Extension Service will submit to the County a preliminary plan
of work including major educational programs and services to be provided to the people of
the County by Extension Service during the following one-year period: October 1 to
September 30 (Collier County fiscal year). On occasion, when needs for educational
programs arise after the referenced time Erame, the support of Extension Service in local
educational programs will be negotiated between representative designated by the County and
Extension Service.
B. The County agrees to fund forty percent (40%) of the annual agreed upon cost of
County Extension faculty salaries, fiinge benefits and worker's compensation.
1. The County shall recognize a County Extension Faculty member's promotion fiom
one academic rank to another and graduate degrees earned through the awarding of a
salary increase to that County Extension Faculty member in proportion to the 40% agreed
upon in Section V, B, above.
2. Extension Service will establish the dollar value of the increase.
16.D.12.b
Packet Pg. 1248 Attachment: MOU between Collier and UF 1999 (7022 : Univ. Extension MOU Amendment #1)
This document is signed with the understanding that either Extension Service or the
County may request clarification or renegotiation of any or all of the agreement at any time, and that
either party may withdraw f?om the agreement after giving three (3) months written notice of its
intent to do so.
This agreement shall be effective upon execution by all parties.
For the Extension Service: Collier County, Florida by and through its
Commissioners
BY: CJ2-L- T Lv~dd;~
Christine T. Waddill, Dean for
Florida Cooperative Extension Service
Attest: Dwight E. Brock, Clerk
<. -. -1
By:
District Extension Director
Reviewed for legal sufficiency
16.D.12.b
Packet Pg. 1249 Attachment: MOU between Collier and UF 1999 (7022 : Univ. Extension MOU Amendment #1)