Broward County Commission Regular Meeting
Director's Name: Monica Cepero
Department: County Administration
Information
Requested Action
title
MOTION TO AUTHORIZE County Administrator to approve and execute an amendment to the Agreement between Broward County ("County") and the University of Florida Board of Trustees ("University"), exercising the First Renewal Term to provide annual funding to University for the Broward County Extension Education Program through September 30, 2027, subject to annual approval by the Board of University’s submitted operating budget, and with a total amount not to exceed $3,079,680, subject to review of the final amendment for legal sufficiency by the Office of the County Attorney; and authorize the County Administrator to take all necessary administrative and budgetary actions to implement the amendment.
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Why Action is Necessary
All Agreements with external agencies are subject to approval by the Board of County Commissioners ("Board").
What Action Accomplishes
Authorizes the County Administrator to approve and execute an amendment to provide a exercise the First Renewal Term to allow University to continue to use County's Extension Education building for programming, offices, and storage, and for County to include annual funding to support Extension Education programming, services, and administration in Broward County as part of its annual budget.
Is this Action Goal Related
Yes
Previous Action Taken
None
Summary Explanation/Background
PARKS AND RECREATION DIVISION RECOMMENDS APPROVAL OF THE ABOVE MOTION.
This action supports the Board's value of cultivating community culture, arts, recreation and life-long learning, and the related goal to provide diverse artistic, cultural, educational, and historical amenities and programs that contribute to a vibrant, multi-cultural, and economically-viable community. The proposed amendment provides for continued opportunities to the public to participate in educational programs administered by University and improve their knowledge for practical application in the University's Institute of Food and Agricultural Sciences ("UF/IFAS") subject areas, engage in social interaction, learn through team and individual educational opportunities, and increase their cooperative abilities. UF/IFAS disseminates research-based educational information from University to the public on subjects including, but not limited to: agriculture, aquaculture, family and consumer sciences, 4-H youth development, environmental horticulture, natural resources, Florida Sea Grants, and energy.
The Broward County Extension Education program, located in the County-owned Extension Education building in Davie, Florida, was administered by University on a semi-autonomous basis for many years, receiving County funding on an ongoing, as-needed basis. In 2009, the Broward County Extension Education program was brought under the administrative management of the County's Parks and Recreation Division ("Division"), after being scaled down substantially during the recession in the late 2000s.
In 2017, as part of the Division's business planning for its facilities, the Division desired to change the business model under which it has operated with University to a more cost- and management-effective model. On November 9, 2017, the County and University entered into the Agreement (Exhibit 1) between Broward County and University of Florida Board of Trustees, for Extension Services (the “Agreement”), as approved by the Board at its November 7, 2017, meeting (Item 50). Under the Agreement, the County provides annual funding to the University to support the Broward County Extension Education operating budget. The Agreement included an approximately five-year initial term, with up to three additional five-year Renewal Terms, subject to a formal amendment executed by both Parties setting for the terms and conditions for the Renewal Term.
The proposed amendment to the Agreement (the “First Amendment”) will allow, for each fiscal year during the Renewal Term, the University to submit its annual budget request to the County, through the Division, by February 1 of each year. The request will be included with the Division's other funding requests as part of the County’s overall budget process. University has already submitted its proposed budget for Fiscal Year 2023, and $580,070 was approved by the Board for University to fund a portion of its overall Broward County Extension Education budget. This amount was determined based on a detailed analysis of costs associated with staffing, programming, equipment, materials and supplies, travel, and other related administrative and programming costs.
The First Amendment will also set forth maximum not-to-exceed amount for each Fiscal Year during the Renewal Term, based on a 3% CPI increase each year. University must still request and provide support for any CPI increase. Additionally, any funds left over from the previous fiscal year may be rolled over to the next year for use by Extension Education for operating expenses and are not included in the calculation of the maximum not-to-exceed amounts. University’s performance under the Agreement is measured by class participation goals, which will be included as Performance Measures in an exhibit to the First Amendment.
The County will continue to be responsible for the maintenance and repair of the Extension Education building and parking lot and University will be responsible for providing custodial maintenance, as well as landscape maintenance outside of the building. Most of the original furniture, fixtures, and equipment remained at the Extension Education building for use by University, and any replacement or additional furniture, furnishings, and equipment are the responsibility of University at its sole cost. The Agreement specifies responsibilities and limitations for payment of utilities and technical support for any County computer network hardware, software, and Wi-Fi connectivity. All of the employees providing Extension Education services for University are University employees.
The University requires additional time to finalize the First Amendment. The current Agreement expires on September 30, 2022, and the Division is working with University to ensure the First Amendment is executed by this date. The Office of the County Attorney will advise the Board, by memorandum, regarding the status of the finalization of the First Amendment if it has not been executed within 45 days after approval of this item.
Source of Additional Information
Dan West, Director, Parks and Recreation 954-357-8106
Fiscal Impact
Fiscal Impact/Cost Summary
Funding of $580,070 for the County’s portion of University's Programs and Extension Services for Fiscal Year 2023 is allocated in the Parks and Recreation’s operating budget. The total not-to-exceed amount for the Extension Services in the First Renewal Term is $3,079,680.41 (inclusive of any CPI adjustments).