LSU AgCenter Cooperative Extension Service

LSU AgCenter LSU AgCenter Cooperative Extension ServiceCooperative Extension Service

Paul CoreilLSU AgCenter Vice Chancellor

Director of Extension

Local Support Handbook

Updated December 5, 2011

Providing knowledge to the local level•Agriculture

•Families, health & nutrition•Natural resource management•Home gardens and landscapes

•Economic growth•4-H and youth development

LSU AgCenter LSU AgCenter Cooperative Extension ServiceCooperative Extension Service

Local government’s connection to university-

based research

Our mission:Our mission:Bringing the university to the peopleBringing the university to the people

ContentsIntroduction and Purpose

20% Minimum Local Support Contribution Standards

Cooperative Agreement Process

Authorizing State Statutes

Where Are We Now? Comparison Within Southern Region States

Police Jury Cooperative Agreement Template Updated Draft with 20% Language

School Board Cooperative Agreement Template Updated Draft with 20% Language

Template for Cooperative Agreement with Other Governmental Body

Template for Cooperative Agreement with Non-Public School

FAQs

Preapproved Cooperative Agreement Language

Flow Chart of Process

Billing Cycles and Invoicing

Calculation of Local Support Discussion of Vacancies Non-salary Support From Local Government

Parish Chair Stipends

Rebates to Local Government

Local Accounts

Collection and Payment of 1890 to Southern University

Suggested Resources for Parish Chairs Sample Local Support Push Card Local Dollars Make Sense Newsletters Parish Chair Sharespace Core Competencies and Expectations for Parish Chairs Parish Chair Critical Task List Sample Thank You Letter

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Introduction and Purpose:For nearly 90 years, the LSU AgCenter’s Cooperative Extension Service has served as the parish connection to university-based research in agricultural and home economics and so much more. The Louisiana Cooperative Extension Service (LCES) is a leader in providing knowledge at the local level for natural resource management, home gardens and landscapes, economic growth, and the development of one our most precious resources, our young people, through the ever popular 4-H program.

Bringing the university to the people is our mission and results in an improved quality of life for Louisiana citizens. With offices in every parish, The Extension Service provides the latest and most reliable information generated through quality research conducted by AgCenter scientists working both on campus and in its 19 research stations. Having university-trained AgCenter faculty living and working in all 64 parishes has been extremely beneficial to all its citizens.

Our community and economic development team helps workers remain competitive in the business and job market while developing strong community-based enterprises crucial to the community’s economic viability. Family and consumer scientists provide the tools necessary to maintain healthy families and lifestyles. 4-H agents teach leadership, citizenship and life skills to our children. Each parish extension office serves as a direct conduit to new technology and university expertise so vital to long-term parish sustainability.

The Louisiana Cooperative Extension Service is a locally focused federal, state and local partnership linking parish citizens to university knowledge. With offices in all 64 Louisiana parishes, and more than 3000 counties nationwide, Extension is supported through Congressional appropriations through the U.S. Department of Agriculture, funded on the state level by the Louisiana legislature, and locally supported by parish governments via police juries, parish councils, school boards and other local government entities. Local government partners provide office facilities, including essential needs such as utilities and maintenance, as well as partial support for operations, salaries, and benefits for faculty and staff domiciled within the parish.

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In Louisiana, this relationship was designated for many years as a Memoranda of Understanding (MOU) which served us well during that period of time. The MOUs on record as of several years ago required revision due to program changes and a lack of defined responsibilities, in particularly local financial support that is required in addition to parish-provided facilities. It is the AgCenter’s intent to develop and maintain Cooperative Agreements within each parish that explain this partnership and describe what local support will be required to maintain a Cooperative Extension office in each parish.

We began the process of developing and putting into place updated parish cooperative agreements in January, 2004. At that time, Louisiana ranked last among the southern states in providing local financial support for extension programs. Initially these new cooperative agreements had a target of raising the minimum support for local government to 10%, a figure still half of the southern region average, representing the legitimate financial responsibilities that must be considered by local government to continue an Extension office in their parish. Additionally, a commitment to review each cooperative agreement every five years was requested. As we’ve reached our short term goal of 10% as a statewide average over time, we’ve begun asking our local partners to prepare for an increased minimum in local responsibility for funding of 20%.

The AgCenter understands that many parishes are currently facing serious financial challenges and do not have access to funds that may be required to meet the obligations of the partnership with Cooperative Extension. However, the AgCenter cannot ignore the fact that Louisiana has ranked last among the southern states in providing financial support for Extension programs and this discrepancy must be addressed.

It is the AgCenter’s hope that the excellent extension programs made available to every parish citizen can be sustained through our partnership strengthened through these cooperative agreements. We are looking forward to maintaining the relationship that began in 1914 with our local partners as the AgCenter’s Cooperative Extension Service works to maintain its exemplary programs in all 64 parishes. The ultimate goal of the AgCenter is to maintain a constant level of local Extension support equal to the southern average of funding statewide.

Through these Cooperative Agreements we know the viability of our mission of “bringing the university to the people” can be sustained.

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20% Minimum Local Support Contribution Standards

The June 30, 2012 calculation will be as follows: Actual collections paid by parish from July 1, 2011 – June 30, 2012 (divided by) Faculty and staff salaries as of June 30, 2011 plus 29% benefits

In addition:•No vacancies will be included in calculation•Permanent, non-grant funded positions will be included•1890 Employees to be included based on annual salary data from Southern•20% minimum applies to stipends and rebates from this point forward. For those at or above the 20% level, a $2,000.00 stipend will be awarded and parish rebates will be only the amount above the 20% level from this point forward•Stipends will be removed effective July 1, 2012 for those under 20%•Increased stipend levels may be dependent on approval by the LSU Board of Supervisors Vacancies:• Vacancies will not be included for the June 30, 2012 calculation.•Vacancies occurring after June 30, 2012 calculation will be left in future calculations for a minimum of two years. During this time, the AgCenter will hope to be able to fill the vacancies but will continue a commitment to the program by continuing to provide program services through agents from neighboring parishes. •At the end of the two year period, the PC can choose to remove the vacancies from future calculations but once the vacancies are removed, the associated program services will no longer be provided.•Once the vacancies are removed, any additional positions added back require a 20% minimum salary plus benefit•The rationale behind leaving the vacant positions in the calculations for two years is because we are hopeful the funding scenario will improve and we will be able to fill those vacancies Non Public Schools:• A contribution from the non public schools will not be mandated; rather, it will be left to the discretion of the Parish Chair as an optional source to reach the 20% minimum requirement for the parish•The proportion of contributions from each source supporting Extension with local revenue is left up to the Parish Chair, who is most knowledgeable about availability of local revenue sources, in an attempt to give the Parish Chair as much flexibility as possible in meeting the minimum requirement In kind contributions:• In kind contributions from local government for utilities, office space, telecommunications and supplies are expected as part of the federal-state-local partnership and will not be considered toward meeting the minimum 20% requirement•The only contributions that will be included toward the 20% minimum contribution is money paid directly to the AgCenter for use in that parish unless approved by the Director of LCES Revised: December 5, 2011

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Cooperative Agreement Process:As the AgCenter began discussion through Parish Chairs (PC) meeting with local government to develop cooperative agreements, a general template of a cooperative agreement meeting the AgCenter’s needs was made available. Because each parish and region of our state is different with unique issues and personalities, revisions have been made in many cases to satisfy the needs of local government. It is the responsibility of the Parish Chair to work with local government to develop acceptable language for the agreements. As revised language is considered in each parish, the language revisions are submitted to the Director of Extension for approval prior to bringing the revised agreement to a vote of the local governing body.

Once an authorized local government signature is obtained on an agreement, the agreement then goes to the Director of Extension for review and signature. The Director’s office retains an agreement with original signatures for their file and sends copies of the signed agreement to the Parish Chair and the AgCenter Regional Office.

Fiscal Clause:The initial goal of the AgCenter was to reach a support level of 10% contribution of the salaries and benefits of the AgCenter faculty and classified staff domiciled in each parish; as of June 30, 2009, the statewide average was 10.67%. The target goal of the AgCenter is now moving to 20%, as has been our long term goal. The suggested language provides “a minimum of twenty (20) percent salary support and associated fringe benefits” for local faculty members and classified local staff affiliated with the LSU AgCenter and domiciled in the parish Extension office.

Calculation of Salary Support:It is the responsibility of the Parish Chair to work with the Regional Office staff to calculate annually the percentage requirement for each parish. The goal is now to reach a minimum of 20% for the parish as a whole. There are no requirements as to how that dollar amount must be split between the government entities within a parish.

Effective with the June 30, 2012 calculation, the minimum requirement for local contributions for each parish is a minimum of 20%. There will be no vacancies included in the June 30, 2012 calculation. Any vacancies occurring after the June 30, 2012 calculation will be included in future calculations for two years as a commitment to that program in hopes that funding will be obtained to fill the vacancy.

Soft money grant positions, including those funded by Family Nutrition Program (FNP) funds, are not included in the calculation. Permanent budgeted positions, including those funded by the Expanded Food and Nutrition Education Program (EFNEP), are included. Classified positions such as the parish secretaries are included. Southern University 1890 agents are also to be included. Updated salary information on 1890 faculty and staff will be collected from Southern once annually, usually in May of each year. Once these funds are collected, the 1890 portion will be used in support of Southern Extension 1890 program faculty and staff.

The salary support calculations also include benefits at a rate that may be periodically updated. The benefits collected will be paid through the Chancellor’s Office in support of the benefits for those AgCenter faculty and staff.

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Annual adjustment:The suggested language for the agreements agrees that “pay raises on the basis of merit and promotions as determined by procedures identified in AgCenter Policy Statements will be shared” on the basis of the local government’s percentage of annual salary support.

Since the state fiscal year begins July 1 and the AgCenter raises are generally uploaded into the payroll system between the end of July and mid August with a July 1 effective date, invoicing would be delayed if we used July 1 as the annual adjustment date for the cooperative agreements. It is recognized that by using June 30 as the annual adjustment date, the calculation of the minimum requirement will be one year behind because of the timing of raises given, which works to the benefit of local government.

Billing Cycles and Invoicing:Because we are partners with many different forms of local government from police juries or commissions to school boards to sheriffs to district attorneys, we are faced with many different fiscal years, budget timelines and billing cycles. The AgCenter has always accommodated our local partners and honored their requests for monthly, quarterly, semi-annually or annual billing. However, Parish Chairs should encourage local government to accept invoicing no more often than quarterly if their budget will allow.

The Regional Office is responsible for invoicing local government and providing copies of invoices to the Extension Director and Accounting Services.

In order to provide sufficient lead time to build annual adjustments into the budget process of local government, the June 30 annual adjustment may be implemented at the beginning of the next fiscal year for each local government agency. In other words, the Region working with the Parish Chair calculates the annually adjusted percentage amount on June 30. If the parish police jury begins it’s fiscal year on January 1, meaning that their budget preparation cycle may begin in September or October, the June 30 number is the percentage number that would be used as the minimum requirement for that police jury fiscal year beginning January 1. The following June 30, the annual adjustment would be made for approval into the police jury budget January 1. Invoicing for January would use the June 30 adjustment amounts.

It is the responsibility of the Parish Chair to be aware of when the budget process starts for each local government agency and to work with the Regional Office staff to adjust invoicing at the proper time for that local government fiscal year and billing cycle.

Determining the willingness of local government to cover the impending increased target (effective the following June 30 but funded during their next budget cycle) prior to filling a position is advised and encouraged. However, adding new positions will not immediately increase the target until the next annual June 30 adjustment. If local government opposes increasing their financial support that will eventually result from the filling of a position, it may be advisable not to fill the position.

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Authorizing Legislation for Local Support of Extension Service

Louisiana Growth in Local Support for ExtensionWhere Are We Now?

Local Support Growth 1981-2011

$0 $500,000 $1,000,000 $1,500,000 $2,000,000 $2,500,000 $3,000,000

1981

1990

2002

2004

2005

2007

2008

2009

2010

2011

Local Support Progress 2011 Statewide Average of Local

Salary Support = 12.93% Percentage of salaries and benefits in parish offices

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$0

$500,000

$1,000,000

$1,500,000

$2,000,000

$2,500,000

$3,000,000

Local Support

1981 2011

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Police Jury Cooperative Agreement Template

LSU AgCenter

And ______(parish)______ Police Jury or Commission

Cooperative Agreement to Support and Administer Louisiana Cooperative

Units Off Campus Background: The process of developing a well educated citizenry involves use of formal and informal approaches by dedicated professionals. Congress in 1914 signified the national interest in assuring that informal educational opportunities needed to emanate from the knowledge generating process of the Land Grant College system by passing the Smith-Lever Act. This Act created the Cooperative Extension Service system that links Land Grant campus faculty to those seeking information in off campus locales. This is achieved via a partnership of the United States Department of Agriculture, the Louisiana State University AgCenter and local government. Police Juries, Parish Commissions and School Boards are the critical third partner for effectively identifying, developing and delivering Cooperative Extension programs. Educational needs and delivery mechanisms clearly have dynamic aspects that challenge the federal, state and local partners to work effectively in order to meet community needs. This Cooperative Agreement between the LSU AgCenter and local government acknowledges the value to clientele of all partners having a uniform understanding for programming support. Partnership Philosophy:

The long standing presence of Louisiana Cooperative Extension Service (LCES) faculty in the parish has established invaluable ties to the local clientele and government.

That educational programming offered is most valued when developed in concert

with local and area needs as expressed through the advisory committee process.

That LSU AgCenter faculty on campus are an essential supplement to the technical capabilities of local LCES faculty.

LCES faculty are to attain, at a minimum, a master’s degree and to receive

additional technical training opportunities in order to provide local clientele with enhanced information and educational programs.

LCES faculty in parish offices may develop and deliver specialized programming

of importance to surrounding parishes. Federal, state and local financial support is necessary to meet the needs of the

community as identified by local advisory committees.

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The LSU AgCenter agrees:

1. The LSU AgCenter working in the LCES format will deliver needs based, focused programs in four general categories: 1) Agriculture and Natural Resources, 2) 4-H Youth Development, 3) Family and Consumer Sciences, and 4) Community Economic Development.

2. That competent faculty and support personnel will be recruited and placed in

parish offices on LSU AgCenter appointments by following LSU AgCenter Human Resources Office procedures.

3. Faculty are to be afforded training and professional improvement opportunities to

assure the parish has the best technical resources available.

4. Faculty and unclassified staff in parish offices will be supervised and evaluated by the appropriate unit leader pursuant to the LSU AgCenter’s employee policies.

5. To provide parish governmental units with oral and written reports from the

parish AgCenter faculty on a mutually agreed to schedule but at least annually. 6. To consult with parish government units as to the number of faculty to be located

in the parish.

7. Faculty in the parish will adhere to the Policy Statements and Presidential Memoranda issued by the LSU campus and AgCenter.

8. To evaluate the need for specialized office and program delivery equipment above

that provided by the parish.

9. To establish mutually beneficial billing procedures for collection of financial support for faculty and staff from parish government units.

The Parish Governmental Unit Agrees:

1. To provide suitable office space, furnishings and support facilities to LCES faculty.

2. To provide operating services support such as utilities, communication and

technology charges, custodial services and office supplies.

3. Provide a minimum of twenty (20) percent salary support and associated fringe benefits for local non-4-H faculty members and pro-rata classified local staff affiliated with the LSU AgCenter.

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4. That pay raises on the basis of merit and promotions as determined by procedures identified in AgCenter Policy Statements will be shared on the basis of the parish’s percentage of annual salary support.

5. That with reference to faculty vacancies due to resignation, retirement or new

positions the LSU AgCenter’s Office of Human Resource Management policies will be followed in the search for candidates. The LCES parish chair will assure that parish government officials are well informed during the process.

Implementation: This Cooperative Agreement between the Louisiana Cooperative Extension Service and __________________________Parish (Commission) is entered into in order to assure continued informal educational programming from the LSU AgCenter. It shall be in effect for five (5) years for the period July 1, 2011 to June 30, 2016. Approved: Police Jury/Parish President Date Paul D. Coreil, Director Date Louisiana Cooperative Extension Service

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School Board Cooperative Agreement Template

LSU AgCenter And

________(parish)______School Board

Cooperative Agreement to Support and Administer Louisiana Cooperative Extension 4-H Youth Development

Background: The process of developing a well educated citizenry involves use of formal and informal approaches by dedicated professionals. Congress in 1914 signified the national interest in assuring that informal educational opportunities needed to emanate from the knowledge generating process of the Land Grant College system by passing the Smith-Lever Act. This Act created the Cooperative Extension Service system that links Land Grant campus faculty to those seeking information in off campus locales. This is achieved via a partnership of the United States Department of Agriculture, the Louisiana State University AgCenter and local government. Police Juries, Parish Commissions and School Boards are the critical third partner for effectively identifying, developing and delivering Cooperative Extension programs. Educational needs and delivery mechanisms clearly have dynamic aspects that challenge the federal, state and local partners to work effectively in order to meet community needs. This Cooperative Agreement between the LSU AgCenter and local government acknowledges the value to clientele of all partners having a uniform understanding for programming support. Partnership Philosophy:


That educational programming offered is most valued when developed in concert

with local and area needs as expressed through the advisory committee process.


LCES faculty are to attain, at a minimum, a master’s degree and to receive

additional technical training opportunities in order to provide local clientele with enhanced information and educational programs.

LCES faculty in parish offices may develop and deliver specialized programming

of importance to surrounding parishes. Federal, state and local financial support is necessary to meet the needs of the

community as identified by local advisory committees.

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1. The LSU AgCenter working in the LCES format will deliver needs based, focused 4-H Youth Development programs.

2. That competent faculty and support personnel will be recruited and placed in

parish offices on LSU AgCenter appointments by following LSU AgCenter Human Resources Office procedures.

3. Faculty are to be afforded training and professional improvement opportunities to

assure the parish has the best technical resources available.

4. Faculty in parish offices will be supervised and evaluated by the appropriate unit leader pursuant to the LSU AgCenter’s employee policies.

5. To provide the School Board with oral and written reports from the parish chair

and 4-H faculty on a mutually agreed to schedule but at least annually.


7. To evaluate the need for specialized office and program delivery equipment above

that provided by the parish.

8. To establish mutually beneficial billing procedures for collection of financial support for 4-H faculty.

The School Board Agrees:

1. To provide access to schools and the students for delivery of 4-H programs.

2. Provide a minimum of twenty (20) percent salary support plus associated fringe benefits for local 4-H faculty members and pro-rata classified local staff affiliated with the LSU AgCenter.

3. That pay raises on the basis of merit and promotions as determined by procedures

identified in AgCenter Policy Statements will be shared on the basis of the school board’s percentage of annual salary support.

4. That with reference to faculty vacancies due to resignation, retirement or new

positions the LSU AgCenter’s Office of Human Resource Management policies will be followed in the search for candidates. The LCES parish chair will assure that school board officials are well informed during the process.

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Implementation: This Cooperative Agreement between the Louisiana Cooperative Extension Service and _________________________School Board is entered into in order to assure continued informal educational programming from the LSU AgCenter. It shall be in effect for five (5) years for the period July 1, 2011 to June 30, 2016. The Cooperative Agreement will be renewed for subsequent periods after review by the School Board Superintendent and the Director of the Louisiana Cooperative Extension Service. Approved: ________________________________ _________________ School Board President (Superintendent) Date ____________________________ ____________________ Paul D. Coreil, Director Date Louisiana Cooperative Extension Service

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LSU AgCenterAnd

XXXX Parish Sheriff

Cooperative Agreement to Support and AdministerLouisiana Cooperative Units Off Campus

Background:

The process of developing a well educated citizenry involves use of formal and informal approaches by dedicated professionals. Congress in 1914 signified the national interest in assuring that informal educational opportunities needed to emanate from the knowledge generating process of the Land Grant College system by passing the Smith-Lever Act. This Act created the Cooperative Extension Service system that links Land Grant campus faculty to those seeking information in off campus locales. This is achieved via a partnership of the United States Department of Agriculture, the Louisiana State University AgCenter and local government. Police Juries, Parish Commissions and School Boards are the critical third partner for effectively identifying, developing and delivering Cooperative Extension programs. Educational needs and delivery mechanisms clearly have dynamic aspects that challenge the federal, state and local partners to work effectively in order to meet community needs. This Cooperative Agreement between the LSU AgCenter and local government acknowledges the value to clientele of all partners having a uniform understanding for programming support.

Partnership Philosophy:


That educational programming offered is most valued when developed in concert with local and area needs as expressed through the advisory committee process.


LCES faculty are to attain, at a minimum, a master’s degree and to receive additional technical training opportunities in order to provide local clientele with enhanced information and educational programs.

LCES faculty in parish offices may develop and deliver specialized programming of importance to surrounding parishes.

Federal, state and local financial support is necessary to meet the needs of the community as identified by local advisory committees.

Template for Cooperative Agreement with Other Governmental Body

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1. The LSU AgCenter working in the LCES format will deliver needs based, focused programs in four general categories: 1) Agriculture and Natural Resources, 2) 4-H Youth Development, 3) Family and Consumer Sciences, and 4) Community Economic Development.

2. That competent faculty and support personnel will be recruited and placed in parish offices on LSU AgCenter appointments by following LSU AgCenter Human Resources Office procedures.

3. Faculty are to be afforded training and professional improvement opportunities to assure the parish has the best technical resources available.

4. Faculty and unclassified staff in parish offices will be supervised and evaluated by the appropriate unit leader pursuant to the LSU AgCenter’s employee policies. 5. To provide parish governmental units with oral and written reports from the parish AgCenter faculty on a mutually agreed to schedule but at least annually.

6. To consult with parish government units as to the number of faculty to be located in the parish.


8. To evaluate the need for specialized office and program delivery equipment above that provided by the parish.

9. To establish mutually beneficial billing procedures for collection of financial support for faculty and staff from parish government units.

XXXXXXXXAgrees:

1.To provide a minimum of $xxxxx salary support for local faculty members and pro-rata classified local staff affiliated with the LSU AgCenter.

2.That with reference to faculty vacancies due to resignation, retirement or new positions the LSU AgCenter’s Office of Human Resource Management policies will be followed in the search for candidates. The LCES parish chair will assure that school board officials are well informed during the process.

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Implementation:

This Cooperative Agreement between the Louisiana Cooperative Extension Service and ____________Sheriff is entered into in order to assure continued informal educational programming from the LSU AgCenter. It shall be in effect for five (5) years for the period July 1, 20xx to June 30, 20xx.

Approved:

Date

Paul D. Coreil, Director DateLouisiana Cooperative Extension Service

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Template for Cooperative Agreement with Non-Public School

Template for LCES use with non-governmental entities

COOPERATIVE AGREEMENTBetween the

THE BOARD OF SUPERVISORS OF LOUISIANA STATE UNIVERSITY AND A&M COLLEGE

REPRESENTED BY THELSU AGRICULTURAL CENTER

andNAME OF SPONSOR

In consideration of the mutual covenants contained herein, the Board of Supervisors of Louisiana State University and A&M College represented by the LSU Agricultural Center (hereinafter LSU AgCenter or LSUAC) and the Name of Sponsor (hereinafter Sponsor) agree to enter into the following Cooperative Agreement (Agreement):

• Historical Background.It has been proven that to develop a well-educated, informed, and civic-

minded citizenry one must provide dedicated professionals committed to providing both formal and informal approaches to learning. In 1914, Congress signified this national belief by passing the Smith-Lever Act which assures that informal, relevant, educational opportunities generated by the research emanating from its universities will continue to be available to the population at large. Specifically, this Act created the Cooperative Extension Service system that links Land Grant campus faculty to those citizens seeking information in off-campus locales. In Louisiana this connection has been achieved via a partnership between the LSU AgCenter, the United States Department of Agriculture (USDA), and local government groups. Police Juries, Parish Commissions, and public School Boards have long played critical roles in ensuring the LSU AgCenter is able to provide the public with the most relevant and timely programs possible. That being said, educational needs and delivery mechanisms have dynamic aspects that continue to challenge the status quo. For this reason, the AgCenter has also begun teaming with local non-governmental entities, such as private schools. 2. Purpose.

The purpose of this Agreement is to formalize the commitment of both the LSU AgCenter and the Sponsor to ensuring that Louisiana’s Cooperative Extension Service continues to provide programs that are both relevant and useful to all Louisiana citizens. In support of this partnership, the Parties agree as follows:

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3. The LSU AgCenter agrees to:a. Deliver to Sponsor focused programs in three general categories: a) Agriculture and Natural Resources, b) 4-H Youth Development, and c) Family and Consumer Sciences.b. Provide these programs at the following location(s) (list specific school, church, or parish).c. Provide oral and written reports to the Sponsor from the parish LSUAC/LCES faculty on a mutually agreed upon schedule, but at least annually. d. Invoice Sponsor for support funding as agreed upon in paragraph 4.2. Invoice shall be on letterhead and sent to the Sponsor’s Contact listed in Paragraph 6.

4. Sponsor agrees to:a. Provide appropriate facilities, supplies and personnel, as needed, to support the LSUAC faculty and staff providing the programs. b. Provide $XXXX.00 upon receipt of a(quarterly, annual) invoice in support of the salary and fringe benefits of the LSU AgCenter faculty and staff providing the programs.c. Provide…. Fill in additional information specific to Sponsor or delete this item

5. Term and Termination:This Agreement is in effect for the period xxx through xxx. The Agreement may be modified by written amendment signed by the authorized official of each party. Either party may terminate this Agreement with thirty days written notice to the other party.

6. Contact Information:

For LSUAC:

For Sponsor:

Approved for LSUAC: Approved for Sponsor:

__________________________ _______________________William B. Richardson Name:Chancellor and Chalkley Family Title:Endowed Chair__________________________ _______________________Date Date

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Extension Local Government Cooperative Agreements Frequently Asked Questions and Answers:

Q: Why are we going through this process?A: In Louisiana, the LSU AgCenter’s Extension relationship with local government partners was designated for many years as a Memorandum of Understanding (MOU). The old MOUs required updating due to program changes, lack of defined responsibilities, and lack of established fiscal duties. The outdated MOUs have been replaced with Cooperative Agreements that better explain the partnership and describe what local support will be required to maintain a Cooperative Extension office in your parish.

Q: How much are local governments being asked to contribute and why?A: Louisiana is last among the southern states in providing financial support for Extension programs. The initial agreements had a target to raise this minimum salary and benefits support to 10%. The minimum requested currently is now 20% as this is the current goal.

Q: How is the percentage contribution target amount calculated?A: The target amount includes 20% of the salary of all faculty in permanent positions domiciled in a parish, along with a pro-rata portion of the salary of the classified staff, and 29% related benefits. Soft money grant positions such as FNP are not included.

Q: Can a parish choose to contribute at a level higher than the minimum requested?A: Yes. Parishes contributing at a higher level than the minimum requirement may be viewed in a more favorable light when limited resources require prioritizing the filling of vacancies. Parishes over the minimum required will also be rebated the amount over the 20% minimum for use in supporting extension activities in that parish.

Q: What happens if a parish is unwilling or unable to meet its goal?A: If a parish has shown no progress toward the minimum target amount, then the Extension program in that parish will be reduced to a level that will equate to local support. In other words, the AgCenter will reduce staff support for the parish to a level that will theoretically convert the lower local government financial contribution to the required level.

Q: Can one government unit pay more than the minimum percentage, while another pays less, within a parish?A: As long as the parish meets the parish-wide percentage target amount, funding may come from any local governmental entity. Parish governmental units such as the School Board, Police Jury or Parish Council, Sheriff’s Office, or the District Attorney’s Office are encouraged to communicate in providing the local support for Extension programs in their parish. Additionally, regardless of what proportion of contributions make up the minimum goal, the policy jury or council and the school board in each parish are still required to sign cooperative agreements to formalize the full educational partnership with the AgCenter Cooperative Extension.

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Q: Is the document that parish governmental units are being asked to sign considered a contract?A: No, this cooperative agreement is not a legally binding contract; however, it does delineate support responsibilities, goals and the consequences that may result if these goals are not met. There is no legal obligation to provide any specific level of support.

Q: Are grant “soft money” positions included in the salaries and benefits calculations?A: No, only hard money permanent positions are included.

Q: How often will the parish be asked to review local contribution levels as part of the agreement?A: Each agreement will be reviewed annually on June 30 to adjust the target amount for merits, promotions, raises, or new positions that were funded throughout that previous year.

Q: Will local support from other governmental units such as the parish Sheriff’s Office or the District Attorney’s Office be recognized?A: Yes, local support toward the target amount may come from any local governmental unit.

Q: Can the effective date be adjusted to something other than the state fiscal year?A: Yes, we recognize that the local governmental units may operate on different cycles and the effective date may be changed to accommodate the parish fiscal calendar.

Q: Are EFNEP and FNP funded positions included in the salaries and benefits calculations?A: FNP funds come to the AgCenter as grant funds, so positions that are majority funded with FNP funds are not included in the target amount calculations. EFNEP funds come to the AgCenter as direct federal funds, so these positions are included in the calculations.

Q: Will an increased contribution amount by a parish automatically lead to an increase in salary for an AgCenter employee in that parish?A: No. Pay raises on the basis of merit and promotions as determined by procedures identified in AgCenter Policy Statements will be shared on the basis of the parish’s percentage of annual salary support.

Q: Since positions domiciled in each parish are used in the target calculations, will LCES go back to invoicing by position?A: No, parishes will continue to be billed by program, not by position. All funds collected from a parish will either be spent on salaries and benefits for faculty and staff domiciled in that parish or will be rebated back to the support of that parish for contributions over the minimum required.

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Sample LanguageApproved for Use in Extension Cooperative Agreements

For cases where the contribution of one unit is below 20% and the contribution of the other unit is over 20%, but the parish as a whole total contribution is a minimum of 20% (or more):“When combined with the XXXXX Parish Council annual contribution, the parish will meet the overall minimum 20% salary support plus associated fringe benefits. As long as the overall parish support level meets the minimum 20% target, the XXXXX Parish School Board’s annual support level is acceptable even though it is less than the 20% minimum being requested from school boards across the state.”

Annual budget review language:“Provide a minimum of twenty (20) percent salary support plus associated fringe benefits, $XXXX, for local 4H faculty members and pro-rata classified local staff affiliated with the LSU AgCenter. The contribution amount will be presented each year to the School Board and considered through the annual budget approval process.”

Alternative budget review language:“Provide salary support for the local staff of the LCES in the amount of $xxxxx for the fiscal year 20XX. Thereafter, the annual contribution level will be requested by LCES and negotiated through the budget approval process of the XXXXX Parish School Board each year.”

Alternative budget review language being used in all NE Region agreements:“To provide a minimum of twenty (20) percent salary support for LSU AgCenter faculty and clerical staff domiciled in the parish extension office plus associated fringe benefits. These figures will be updated annually to reflect changes in salaries and benefits that occurred during the previous year.”

Language approved when a School Board President wrote in modifications to limit the length of the agreement to two years because the term of the current School Board ends December, 20XX and they would not approve funds beyond the term:“To provide a minimum of XX percent, $xxxx for the 20XX fiscal year, for faculty members and pro-rata classified local staff affiliated with the LSU AgCenter. For 20XX school year, provide a minimum of twenty (20) percent salary support plus associated fringe benefits, $xxxxx, for local faculty members and pro-rata classified local staff affiliated with the LSU AgCenter. New Board will address the 20XX school year requests prior to acceptance of 20XX XXXX Parish School Board Budget.”

One School Board wanted some sort of escape clause in their agreement, so we suggested the following, which was accepted:“The XXXX Parish School Board may withdraw from this Agreement at any time and in the event the funding level requested by LCES is not reached, steps will be taken to reduce staffing to a level that is commensurate with the funding level approved by the XXXX Parish School Board.”

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Flow Chart of Cooperative Agreement Process:

Region Office

Parish Chair

Cooperative Agreement with Police Jury/ Commission

Cooperative Agreement with Local School Board

Personnel Annual Salaries + Benefits

Personnel Annual Salaries

+ Benefits Separate and sum total from each entity. Parish total

must meet 20% minimum requirement.

Actual amount of Cooperative Agreement

Actual amount of Cooperative Agreement

Billing Cycles Up to 5 different cycles

Billing Cycles Up to 5 different cycles

Personnel Salary Splits Personnel Salary Splits Deposit funds into Parish

Accounts; any amount over 20% deposit funds into

Parish Accounts for Support

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SAMPLE June 30 Local Support Calculation

Example using June 30, 2012 Calculation:

June 30, 2012 Calculation for each Parish will be as follows:(This calculation will give you the contribution % for the parish as a whole)

Actual $ collections paid by parish from all local government sources and all non-government nonpublics or schools

Divided by

Parish faculty and staff salary* $ as of June 30, 2011 plus 29% benefits(*Note that for the June 30, 2012 calculation vacancies will be taken out but any vacancies occurring after that will remain in calculations for two years as a commitment to the program)

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SalaryBenefits at

29%

Total Salary

plus Benefits

Southwest Region: XXXXX Parish

XXXXX Parish School Board (4-H):Allen, Jane 36,549 10,599 47,148 $9,430Doe, John 36,482 10,580 47,062 $9,412Smith, James 40,596 11,773 52,369 $10,474Secretary, Julie (at 3/9) 7,962 2,309 10,271 $2,054

Total 4H 121,589$ 35,261 156,850 31,370$

XXXXX Parish Police Jury (Non-4H):Agent, Bob 56,125 16,276 69,599 $13,920Brown, Beth 52,473 15,217 67,690 $13,538Wire, Barb 55,765 16,172 71,937 $14,387Blue, Tom 40,041 11,612 51,653 $10,331Efnep, Suzie 12,168 3,529 15,697 $3,139Davis, Sam (1890) 50,516 14,650 65,166 $13,033Secretary, Julie (at 6/9) 15,925 4,618 20,543 $4,109

Total Non-4H 226,888$ 65,797$ 292,685$ $72,457

Parish Support

20%

SAMPLE 20% CALCULATIONRegion

Sample Calculation:(Note: All names and salaries are fictional.)

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Parish Chair Stipend Incentive:Maintaining current cooperative agreements and assuring that any annual increases are submitted to local governing bodies on a timely basis is the responsibility of the parish chair. Parish chairs must also continue to make at least annual oral and written accomplishment reports to parish governing bodies as a regular agenda item that is included in the official governmental body minutes. Copies of these reports must be submitted to the Regional Director and Director of Extension. Parish chairs and faculty should also regularly attend meetings to build and strengthen relationships with parish elected officials.

An incentive program was implemented August 1, 2007 whereby parish chairs in parishes that meet or exceed the minimum required support level and have at least one agreement signed would receive a stipend of $1,000 annually. Once received, the stipend remains as long as the annual adjustment reflects the required minimum, updated cooperative agreements are maintained and the parish chair successfully fulfills all other parish administrative responsibilities. The stipend is removed if a parish falls below the minimum required level at the annual adjustment on June 30 or does not maintain updated cooperative agreements.

In order to retain the local support stipend, both the Police Jury and School Board for that parish must have a signed current agreement on file in the Director’s office. There will be no grace period beyond June 30 for obtaining signed agreements. If the local support stipend is removed because of expired agreements, the stipend will be reinstated once the signed current agreements are on file in the Director’s office.

As we move to an updated minimum requirement of 20% with the June 30, 2012 calculation, the local support stipend for parish chairs who achieve the minimum support status as of June 30, 2012 increases from $1,000 to $2,000 annually pending approval that may be required by the Board of Supervisors. Parish chairs who attain the minimum 20% support status prior to June 30, 2012 will begin to receive the increased stipend effective with the June 30, 2012 calculation but not before.

Parish minimum required local support will be calculated only once during each fiscal year on the June 30 annual adjustment date. The annual adjustment will capture merit increases, promotions, specializations, stipends, adjustments due to additional duties, and vacancies filled in the previous year.

If a parish is not at the minimum required support level on the June 30 annual adjustment, there will be no grace period to go back and collect funds to cover any shortfall. Parish chairs are urged to build in enough of a buffer that unforeseen minor adjustments in salary will not cause them to fall below the minimum requirement, thus losing the stipend. Parish chairs should understand that the minimum requirement is a minimum and should strive for more. For the stipend to be reinstated the next July 1, the minimum requirements must be met for the next June 30 calculation.

The Parish Chair Stipend Incentive will have the same effect on the parish annual adjustment as any other merit or promotion that increases salary resulting in an annual June 30 adjustment increase for the support level of the parish. If the parish chair chooses not to accept the stipend to avoid an eventual related increase in parish support, that is the option of the parish chair.

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Rebates to Local Government:As an incentive to encourage those parishes who choose to support Extension services at a level above the minimum requirement, a rebate to the local government for that portion above the minimum requirement will be credited to the parish for support of that parish. The rebate adjustments will be made annually, usually in January, after the annual adjustments are provided by budgeting the rebate amount in object 4000 in the appropriate local account for that parish. The local accounts are funds that are allowed to roll over so may be accumulated at the discretion of the parish so as to allow the parish to “save up”. It is the intent and the hope of the Extension Director that the rebated funds will not be used to replace other funds already provided by the parish government in support of Extension but will be used to enhance those activities.

Effective June 30, 2012, rebates will only be given on contributions over the 20% minimum requirement.

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Suggested Resources for Parish Chairs:

•Local support push card•Local Dollars Make Sense Newsletters•Core Competencies and Expectations for Parish Chairs•Parish Chair Critical Task List•Sample Local Support Thank You Letter•Parish Chair Sharespace

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LSU AgCenter Cooperative Extension Service (LCES) Core Competencies and Expectations for Parish Chairs

The effective PC will demonstrate mastery of competencies leadership, administrative management, office management, fiscal management, personnel management, program management and public relations and marketing. The expectations in each competency area provide additional guidance regarding strategies for achieving mastery. LEADERSHIP—Provides leadership and direction for overall parish program, faculty and staff and helps others to understand the mission and vision of the LSU AgCenter and extension and its relationship to other agencies and institutions. Expectations: Promotes the vision and mission of the LSU AgCenter and LCES. Is familiar with and actively supports the LSU AgCenter Strategic Plan. Understands and effectively communicates the relationship between the LSU

AgCenter, the LSU System and the Board of Regents. Understands and effectively communicates the history, philosophy and

contemporary nature of extension. Creates an atmosphere for positive working relationships and teamwork among

parish faculty and staff. Fosters and promotes positive working relationships with LAES and SU AgCenter

faculty and staff. Models personal accountability and fosters the development of a culture of

accountability in the parish office. Inspires positive attitudes, professionalism, and leadership among parish faculty &

staff. Sets high expectations for performance for all parish faculty and staff. Continually seeks to improve personal supervision and management skills. Effectively manages conflict among parish faculty and staff and seeks assistance

when issues cannot be resolved locally. Promotes creative and critical thinking and effective problem-solving skills. Demonstrates exemplary work ethics. Effectively manages groups. ADMINISTRATIVE MANAGEMENT—Effectively and efficiently manages all fiscal, personnel, programmatic and reporting issues at the parish level. Expectations: Administers and adheres to all LSU System, LSU AgCenter and LCES policies and

procedures. Assures compliance with Civil Rights, Equal Opportunity Employment (EEO),

Affirmative Action (AA) and other appropriate employment laws and policies.

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Facilitates effective communication (both written and oral) among parish faculty and staff, regional coordinators, regional directors, extension director and assistant/associate directors and others as appropriate. This includes prompt responses to email, phone calls, etc. Actively encourages and supports agents with multi-parish assignments in effectively conducting their additional assigned duties and responsibilities.Understands diversity and promotes such understanding among faculty and staff.

OFFICE MANAGEMENT— Maximizes the use of all resources (personnel, office, committee, etc.) to promote professionalism and efficiency for the total parish extension program.

Expectations:Ensures the parish office is appropriately staffed and equipped at all times:

oThis includes ensuring that phones are answered during normal working hours and visitors are received in a polite and friendly manner.

Maintains a professional and safe business atmosphere in the parish office.Conducts well-organized monthly staff conferences, keeping thorough records of minutes.Maintains effective communications with all faculty and staff.Involves faculty and staff in decision-making.Ensures that parish office is clean, neat and presentable to the public.

FISCAL MANAGEMENT—Effectively secures and utilizes financial resources.

Expectations: Maintains and adheres to all LSU AgCenter Accounting Services' policies and procedures.Adheres to all guidelines contained within the LCES Local Support Handbook.Actively seeks to secure sustainable local funding from all potential sources (School Board, Police Jury, Parish Councils, DA, Sherriff, etc.) to support faculty and staff positions and programming efforts at the parish level, reaching a minimum of 20% by July 2011.Maintains current cooperative agreements for all local partners.Ensures proper invoicing of local partners through proper communication with regional administrative assistants.Prepares and defends annual budget to local partners.Maintains accurate financial records, especially as they pertain to travel and purchasing.Involves parish faculty in budget development and purchasing decisions.Ensures the proper handling of 4-H Foundation funds.

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PERSONNEL MANAGEMENT—Provides an environment that allows for the continued growth and development of all office personnel.

Expectations:Works closely with the regional director to fill parish positions following guidelines in the Supervisor’s Employment Packet, Interview Guidelines and Interview and Selection Process.Leads the orientation of new staff.In conjunction with regional coordinators, conducts effective annual performance appraisals of both faculty and staff and provides positive feedback for improvement.Guides and maintains courteous and productive co-worker relationships.Understands and adheres to LSU AgCenter personnel policies and procedures to effectively manage parish personnel.Provides first level of supervision for 1890 faculty located in parish office in accordance with memorandum of understanding with SU Agricultural Center. Continually coaches and supports faculty and staff in personal and professional growth including pursuing advanced degrees, specialization, participation in professional associations, etc.Motivates and empowers faculty and staff to do their best work.Recognizes, acknowledges and rewards exemplary performance.Ensures that all reports are submitted in a timely fashion by all faculty and staff.Helps prepare faculty for promotion and guides them through the promotion process.Works with regional director and HRM to promptly address poor performance, policy violations, and similar issues.Maintains faculty and staff accountability for work hours and provides scheduling flexibility as appropriate.

PROGRAM MANAGEMENT—Ensures the parish extension program effectively addresses issues of concern to local stakeholders by providing high-quality educational, research-based programs.

Expectations:Reviews faculty plans of work to ensure that program goals are aligned with identified parish and that outcomes accurately reflect the impact and results of program efforts.Clearly understands and can articulate extension’s program development theory and cycle.Provides leadership in program reporting and accountability.Develops and maintains an effective overall parish advisory council.Supports parish faculty in the development and maintenance of effective program advisory councils/committees.Attends parish program advisory council meetings.Encourages the recruitment and effective use of volunteers in parish program.

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PUBLIC RELATIONS AND MARKETING—Effectively promotes the value of the LSU AgCenter Extension Service in parish and develops and maintains strong local partnerships.

Expectations:Understands and appreciates the importance of building strong partnerships and local collaborations.Promotes positive image of self and extension within the community.Promotes the brand identity of the LSU AgCenter by using the logo and messaging properly.Participates monthly in parish government and school board meetings.Reports annually to parish partners both orally and in writing.Provides brief written reports quarterly to parish governing bodies.Coordinates the development and implementation of a parish public relations strategy, striving for a high level of program visibility.Ensures that parish CMS Web site is maintained and accurate.Establishes and maintains rapport with local officials.Ensures that program impacts from all program areas are reported to stakeholders.Effectively uses all local media outlets.Participates in parish commodity and civic organizations and associations as appropriate.

The successful LCES Parish Chair will possess the following critical attributes:

InitiativeFairnessObjectivityPersonal accountabilityPositive attitudeResponsivenessAttention to detailCaringIntegrityRespects diversityPerceptionSensitivityBehavioral flexibilityAssertivenessProfessionalismOrganized

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Parish Chair Critical Task List

Annual oral and written reports to local government, Quarterly concise written reports, Effective Advisory Leadership councils, Attending monthly local government meetings and budget meetings, Participation/membership in community leader civic organizations, Parish website content updates, Effective use of all media outlets, Well organized monthly staff meetings, and Proper management of office facilities maintenance and safety issues. Ensure proper invoicing of local governmental bodies through proper

communication with regional administrative assistants Use numbers as of June 30th of previous years for invoicing, update annually All staff members bear the responsibility of achieving local support Utilize ODE resources when evaluating staff with portfolio

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Date

Name, Title Street City, State, Zip Dear, The LSU AgCenter’s Cooperative Extension Service is most appreciative of the continued funding from the ____________ to help support salaries for Extension agents working with youth and adults in the areas of agricultural and natural resources (ANR), family and consumer science (FCS), as well as community economic development (CED) issues. Local input into programming priorities and local funding are both extremely important in carrying out and Extension educational program that addresses the needs of the people in _____________. The legislation establishing the Cooperative Extension Service System in 1914 created a three level partnership involving local, state, and federal governments in a non-formal educational system. As faculty members of the LSU AgCenter, parish extension agents meet the academic guidelines set forth by the LSU Board of Supervisors. As part of the Cooperative Extension Service system, agents have access to the research generated by all land grant institutions in the United States and their mission is to engage in educational processes using research-based information to address critical needs in their parish to improve the quality of life of the people. Animal and plant agricultural enterprises generate over 10 billion dollars annually to the Louisiana economy. The research and extension efforts conducted through the LSU AgCenter support farmers, ranchers and other producers throughout the state in being more profitably while protecting the environment. In addition, FCS agents work on numerous health and family issues such as obesity of children and adults plus money and financial management. The 4-H program focuses on developing life skills, building character, enhancing leadership skills, and promoting community service learning. Agents develop volunteers and promote volunteer involvement to strengthen the 4-H program while developing youth into productive citizens. We understand that many parishes are constantly facing financial challenges and do not easily have access to funds required to meet the obligations of the partnership with Cooperative Extension. However, the AgCenter cannot ignore the fact that Louisiana’s local governments have not had a tradition for providing financial support for Extension programs and this need for culture change must be addressed. Local salary and benefits support for faculty and staff in Louisiana has grown significantly since 2004. It is our goal to raise the minimum support requirement from 10% to 20% in 2012 —a figure close to the southern region average. Additionally, a commitment to review each Cooperative Agreement at least every five years is also now in place. Thank you again for your financial support of the Cooperative Extension Service as you are the critical local partner making this educational program a success in Louisiana. Sincerely, Parish Chair LSU AgCenter

Sample Local Support Thank You Letter

Documents

LSU AgCenter Cooperative Extension Service