SOP 409.03.01: Administration

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|`Functional Area: `
`CORRECTIONS DIVISION/`
`FACILITIES OPERATIONS`|`Reference Number: `
`IVM01-0001`|`Revises Previous`
`Effective Date:`
`12/15/02`|
|`Subject:`
`Administration`|||
|`Authority:`
`DONALD/ADAMS`|`Effective Date:`
`9/01/04`|`Page 1 of`
`12`|

I. POLICY:

   A. To provide guidelines for production of menu vegetables,
      fruit, meats, eggs, and milk as cost effectively as
      possible, with a plan to support the Master Menu needs.

   B. To utilize each institution's land, manpower (offenders),
      and resources to make the correctional system's Food
      Service as self-sufficient as possible.

   C. To establish the objective to produce at costs below those
      that would be incurred if the farm products were to be
      purchased from outside vendors and to also provide job
      training for offenders.

   D. To establish and outline to the farm manager the method of
      Inventory Control of all equipment and land, and all
      supplies and materials received, issued, processed,
      consumed, and stored for each farming and vegetable
      gardening unit in the Georgia Department of Corrections
      under the jurisdiction of Central Farm Services.

   E. To establish waste management procedures to reduce farming
      related waste by-products, to use as fertilizer as many by      products as possible, and properly dispose of all waste not
      otherwise usable, including carcasses of dead animals.

   F. To account to the State Auditor for state property in the
      form of agricultural commodities, livestock, equipment, and
      other inventories.

II. APPLICABILITY:

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   All facilities having farms established by Central Office Food
   and Farm Services Subdivision and operating under Central Farm
   Services management.

III. RELATED DIRECTIVES:

   A. OCGA 4-5-1, 12-5-20, 40-5-6b.

   B. Georgia Department of Agriculture Regulation 40-16-2.

   C. GDC - IVA04-0002, IVA04-0003, IVA04-0004, IVA04-0005.

IV. DEFINITIONS:

   Farm Manager: Used generally to refer to the primary local
   administrator over an institutional farm. The manager may
   actually be a farm manager or supervisor in title.

V. ATTACHMENTS:

   Attachment 1 - Livestock Sale / Transfer Agreement

   Attachment 2 - Animal Death Certificate

   Attachment 3 - Way Bill & Receiving Report For Farm Products

   Attachment 4 - Beef Monthly Livestock Report

   Attachment 5 - Dairy Monthly Livestock Report

   Attachment 6 - Poultry Monthly Livestock Report

   Attachment 7 - Swine Monthly Livestock Report

   Attachment 8 - Monthly Farm Production Report

VI. PROCEDURE:

   A. Administration

      1. Central Farm Services shall give production priority
         to products with the comparatively highest production
         efficiency as measured by farm cost of production
         versus unit cost of purchases of alternative product
         on the open market.

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   2. Production requirements shall be directed toward
      meeting Master Menu requirements in all feasible
      categories prior to directing production toward
      meeting needs of other agencies. The projected need
      for farm products is determined by consultations among
      the Food and Farm Services Manager, State Farm
      Administrator, the Food Service Administrator, and the
      State Dietitian.

B. Controls and Support - Agency Wide

   1. Crucial to the program is the recognition and full
      support of the farm production objective by all levels
      of management, including farm managers and employees,
      food service managers, wardens and superintendents,
      regional staff, central office staff, division
      directors, and commissioner. It is imperative that
      all levels of GDC Management recognize that this
      endeavor requires a systematic, coordinated, and
      cooperative approach from all concerned in order for
      perishable crops and livestock products to be rendered
      on the offenders' plates in the form of a wholesome
      meal provided at maximum cost avoidance.

C. Controls and Support - State Farm Administrator's Staff

   1. Planning and management of farm planting, production,
      budgets, capital, and equipment acquisition and
      utilization is centrally directed through the office
      of the State Farm Administrator.

   2. All farming operations and processing units are under
      the general direction of the State Farm Administrator.
      Primary designee of the State Farm Administrator is
      State Farm Advisor. The advisor is the official
      representative of the State Farm Administrator and is
      to work closely with each farm manager and warden to
      keep the State Farm Administrator informed about
      conditions on the farms.

   3. Each farm operation will be personally visited by the
      State Farm Administrator's staff on a regular basis to
      assure the State Farm Administrator that production
      goals, security, sanitation and maintenance standards,

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      and other applicable areas of designated
      responsibility are being maintained.

      a. The Central Farm Services staff visitor will meet
         with the Warden and/or Superintendent or staff in
         charge of the facility upon arrival at the
         institution.

      b. If the Warden and/or Superintendent or designee
         does not accompany the advisor on the farm tour,
         an exit interview with the warden and/or
         superintendent is to be conducted, if possible.

      c. The State Farm Administrator shall furnish a
         written report to the Food and Farm Services
         Manager, with a copy to the Superintendent. If
         conditions are satisfactory, no follow-up action
         is required of the superintendent or farm
         manager. If conditions necessitate
         action/correction, the local Farm Manager shall
         advise the Food and Farm Services Manager of the
         intended course of action, time requirements,
         etc., in writing within ten days.

   4. State Farm Advisor shall purchase all livestock unless
      otherwise directed by State Farm Administrator.

D. Support by Institutions

   1. Each farm must have a responsible farm manager and
      knowledgeable staff with skills required to serve the
      role designated for that particular farm. Farm staff
      shall work directly under supervision of the Farm
      Manager.

   2. The farm manager shall follow policies and procedures
      as established by the department and approved by the
      Commissioner.

   3. All farm managers will cooperate fully in sharing of
      farm equipment and other assets as needed or directed
      by State Farm Administrator.

      a. All equipment transfers must be documented in
         accordance with departmental regulations.

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   b. Equipment sent to salvage must be approved by the
      State Farm Administrator and documented to ensure
      that all applicable requirements are adhered to.

   c. Upon the transfer or salvage of farm equipment,
      the State Farm Administrator's Office should be
      copied on all documentation.

4. It shall be the farm manager's responsibility to carry
   out farm programs as set forth by Central Farm
   Services for that institution as approved by the
   Commissioner.

5. The farm manager shall, in addition to any other areas
   assigned, be responsible for farm production,
   livestock, maintenance and care of all farm property,
   fences, buildings, processing plants, etc., and for
   the proper care and storage of all farm equipment.

6. It shall be the farm manager's responsibility to
   report to the State Farm Administrator's office
   immediately any damage, accident, neglect, abuse,
   contamination, or mortality, which occurs, on farm
   property and/or affects production. This report to
   Central Farm Headquarters shall be verbal, with
   follow-up in writing within ten (10) days. Proper
   course of action is to be determined cooperatively by
   the State Farm Administrator and staff, institutional
   superintendent, and farm manager.

7. Performance of each farm will be measured by its
   efficiency and effectiveness in the achievement of
   farm production goals as scheduled. It shall be the
   responsibility of the State Farm Administrator to
   apprise each farm manager as to farm management
   expectations, including how performance is to be
   measured and what constitutes excellence.

8. The State Farm Administrator shall complete the
   Performance Management Form on all farm managers. The
   farm manager shall complete the Performance Management
   Forms of all other farm employees.

9. Established farming practices, as set forth by the GDC
   Farm Services Administration, based largely on the
   University of Georgia Cooperative Extension Service

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      recommendations, must be followed. Each farm is
      required to have a map or graphical outline of each
      individual field or production unit and it shall be
      used as a management device in directing day-to-day
      operations.

   10. Farm managers must follow purchasing procedures and
      stay within budgeted amounts for line item accounts.
      Requests for transfers of budgeted funds must be made
      through the State Farm Administrator or his designee
      before being submitted to GDC Budget Section.

   11. No farm funds may be used for purposes other than that
      for which budgeted without prior approval by State
      Farm Administrator.

   12. Before a farm personnel vacancy at any facility is
      filled, the prior approval of State Farm Administrator
      shall be obtained.

   13. Farm equipment rental, or repairs to farm equipment by
      other than state labor, must have prior approval from
      State Farm Administrator. Explanation or
      justification shall be submitted at time of request.

   14. Accidents involving farm equipment shall be dealt with
      in accordance with standard procedures developed by
      risk/fleet management and the GDC compliance office.

E. Transfer of Livestock

   1. Livestock are designated as state property that must
      be accounted for throughout the agency. Livestock,
      which are transferred between institutions, shall be
      accompanied by Livestock Sale/Transfer Agreement.
      (Attachment 1)

   2. The following information must be completed:

      a. Type and number of animals transferred.

      b. Total pounds for each type animal.

      c. Total live weight pounds of all animals.

      d. Name of farm transferring animals.

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      e. Signature of person acknowledging transfer from
         the farm.

      f. Name of farm receiving animals.

      g. Signature of person acknowledging transfer to the
         receiving farm.

   3. Following the signature of the representative of the
      receiving farm, distribution shall be made as follows:

      a. Original to State Farm Administrator's office.

      b. One copy to transferring farm.

      c. One copy retained by receiving farm.

F. Animal Death Certificates

   1. Livestock deaths are to be recorded immediately on
      Animal Death Certificate. (Attachment 2)

   2. In unusual circumstances, or in a situation involving
      an unknown cause, which might possibly affect the
      health of other animals, a veterinarian should be
      contacted.

   3. All Certificates shall be sent to Central Farm
      Services Headquarters with the next monthly livestock
      report.

   4. Animal Death Certificates should be completed as
      indicated on the form.

   5. Signatures of a farm staff member and a security staff
      member are mandatory on all Animal Death Certificates.

   6. Signature of the veterinarian is required in instances
      where consultation occurred.

G. Transfer of Farm Products to Food Service

   1. All farm-produced commodities are to be transferred
      from the institutional farm service to Central Food
      Service or institutional food service with a completed
      Way Bill and Receiving Report for Farm Products

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      (Attachment 3). Send only the original copy to
      Central Farm Services.

   2. Information required on all Way Bills includes:

      a. Date of transaction.

      b. Name of issuing farm service unit.

      c. Name of receiving food service unit.

      d. Description of item(s) issued.

      e. Number of units.

      f. Signature and title of issuing farm service
         employee.

      g. Signature and title of receiving food service
         employee.

      h. Farms are NOT to fill in any prices or dollar
         amounts.

   3. Distribution of copies

      a. Original - Submit to State Farm Administrator's
         office with the regular monthly report.

      b. Copy - Retain for farm records.

      c. Copy - To receiving unit.

H. Reporting Procedures

   1. Monthly reports are to be prepared and sent to the
      State Farm Administrator's Office by 10th of each
      month include:

      a. Livestock Monthly Reports (Beef, Dairy, Poultry,
         and Pork - Attachments 4, 5, 6, and 7), or any
         other appropriate report. Each institution with
         livestock programs is required to complete a
         Livestock Report on a monthly basis. Each of
         these farm operations should include in this
         report an actual count of livestock with the
         exception of Rogers SP Farm's beef cattle

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         enterprise and Joe Kennedy Farm. Rogers SP Farm
         will report a book inventory monthly and an
         actual inventory quarterly for beef cattle. The
         quarterly inventory should be submitted in April,
         July, October, and December. Joe Kennedy Farm
         will report a book inventory monthly and an
         actual inventory every other month beginning
         February of each year.

      b. Farm Production Report (Attachment 8). Each farm
         will report monthly production figures for all
         enterprises in appropriate units of measure. The
         report submitted in July for the previous June
         shall represent the actual month-by-month
         production for the preceding fiscal year for all
         enterprises on the farm.

      c. Feed Mill Operations Report (IVM01-0009,
         Attachment 1).

      d. Copies of Way Bills (Attachment 3) pertinent to
         production for the month.

      e. Slaughter and processing performance report.

      f. Additional reports and/or supporting
         documentation as requested from individual farms.

   2. A crop analysis report (no special form) is due in the
      State Farm Administrator's Office ten (10) days after
      completion of the harvesting of each crop. This
      report will include the total cost of crop, units of
      production, production cost per unit with detail
      listing of all costs.

I. Planning and Record Keeping Procedures

   1. A package of procedures and forms has been designed to
      enable each farm manager to maintain standardized
      records, plans, and budget estimates. General
      requirements are as follows:

      a. Each farm manager will maintain production goals
         and estimates in accordance with departmental
         guidelines for supplying food needs of the
         system.

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      b. Each year, the State Farm Administrator and staff
         will assist each farm manager in developing an
         updated twenty-four month production schedule.

      c. The first twelve months (July through June) shall
         represent the production plan under the current
         approved operating budget. The second twelve
         months (July through June) shall represent target
         production upon which new requests for
         appropriations are to be based.

   2. By June 1 of each year, State Farm Administrator and
      staff shall develop detailed budget estimates based on
      the target production estimates for the  second
      twelve months. These will serve as the basis of
      appropriations requests for that period. During May
      of each year State Farm Administrator and staff will
      adjust and revise previous budget request documents,
      as well as the production plan, to insure that budget
      plans fit actual funding made available to each farm
      for the upcoming fiscal year.

J. Detailed Budgeting Procedure: Development of detailed
   budget estimates in accordance with the production plan for
   each fiscal year shall be the responsibility of Central
   Farm Services under the leadership of the State Farm
   Administrator. Start-up budgets for new farms will also be
   developed by the State Farm Administrator and staff.

K. Inventory and Depreciation Accounting Procedures

   1. Inventory includes all items on hand purchased with
      GDC Farm funds. On-hand items are items in whole or
      in part that are stored or kept in Farm facilities, on
      Farm property, and on or in GDC institutional
      facilities and property. The taking of a Farm
      inventory shall consist of an actual count of measure
      of weight or volume (where applicable) of each item.

      a. All farming and vegetable gardening units under
         the jurisdiction of Central Farm Services shall
         implement the methods and procedures as outlined
         in this chapter.

      b. All items must be stored in such a manner as to
         expedite physical count, with labels (where

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         present) indicating contents, etc., in a position
         to be visible or easily accessible and to assure
         proper first in/first out (FIFO) rotation of
         stock (where applicable).

      c. Each item shall be counted, measured, or weighed
         in the appropriate way as applicable to the type
         of item being inventoried. The State Farm
         Administrator and staff determine the unit by
         which any particular item shall be counted,
         measured, or weighed. Inventory forms will be
         printed from the Farmworks computer program.

      d. Inventories of farm equipment and land, and all
         supplies and materials shall be brought up to
         date at the end of each fiscal year.

      e. The date on which the actual physical inventory
         is to be taken for fiscal year closeout shall be
         the last business day of the fiscal year.

      f. For each item of farm equipment on hand at the
         end of each fiscal year, the farm manager shall
         provide the following additional information:

         1) Description of item, including its
            Department of Corrections inventory ID
            number and manufacturer serial number.

         2) Date acquired

         3) Original new cost (Acquisition Cost)

         4) Whether item was purchased new or used

L. Waste Management Procedures

   1. The farming operations of the Georgia Department of
      Corrections shall comply in all applicable respects
      with federal law and the rules and regulations set
      forth by Georgia Department of Agriculture and the
      Georgia Department of Natural Resources regarding
      pollution-causing hazardous chemicals, animal wastes,
      and disposal of dead animals.

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      a. The State Farm Administrator and State Farm
         Advisor shall be observant of potential problem
         areas on the farms in order to prevent
         violations.

      b. Whenever advisable, ways to use organic waste to
         provide fertilization or other useful benefits
         shall be explored by the office of the State Farm
         Administrator.

   2. Carcasses of dead animals that are buried shall be
      placed not more than eight feet--but not less than
      three feet--below the surrounding surface. Disposal
      shall occur within 24 hours of animal's death.

M. Security

   1. All farm staff in non-security positions shall be
      acutely aware of the need for inmate security at all
      times and shall support correctional officers in
      security-related functions if it is necessary for the
      maintenance of security. Said staff shall also
      observe all facility rules concerning security in all
      contexts, and shall seek clarification from
      supervisors or correctional officers when in doubt
      concerning some security aspect of the farm operation.

N. Safety

   1. All equipment shall be operated and maintained in
      accordance with the federal government's Occupational
      Safety and Health Administration (OSHA) rules and
      regulations.

   2. Before using equipment, inmates are to be instructed
      as to proper operation, maintenance, and service.
      Training sessions should be documented to include
      inmate’s name, identification number and instructor’s
      name.

   3. Prior to applying chemicals, inmates are to be
      instructed in the safe methods of use, and are issued
      gloves, goggles, and other protective clothing as may
      be required. The federal Worker Protection Standard
      and OSHA rules and regulations regarding hazardous
      chemicals shall be assumed to apply.

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      4. A shower area is designated and maintained at all
         times for proper and adequate cleaning if so needed.

   O. Repair Policy

      1. No Farm equipment should be submitted to outside
         sources for major repair without the consent and
         approval of either the State Farm Administrator or the
         State Farm Advisor.

         This procedure is pertinent to any repairs which could
         be generally assumed to cost $1,000 or greater. While
         it is sometimes necessary to have repairs performed by
         outside forces, all possibility that the repairs could
         be performed at a Georgia Department of Corrections
         Farm Services repair facility at a substantial savings
         must first be eliminated.

VII. RETENTION SCHEDULE:

   Attachments 1,2,3,4,5,6,7 and 8 of this SOP will be kept locally
   for one year in an active file and two years inactive. A copy
   should be forwarded to the Central Farm Office to be kept for
   one year in an active file and five years inactive, then
   destroyed.