{ "sop_number": "409.03.01", "old_code": "IVM01-0001", "title": "Administration", "division": "Corrections Division/Facilities Operations", "topic_area": "409 Policy-GCI Facility Farms", "effective_date": "2004-09-01", "summary": "This policy establishes guidelines for Georgia Department of Corrections institutional farm operations to produce vegetables, fruits, meats, eggs, and milk cost-effectively to support prison food service needs. The policy applies to all GDC facilities with farms managed by Central Farm Services and outlines procedures for production prioritization, inventory control, equipment management, waste management, and waste animal disposal. The policy aims to make the correctional system's food service self-sufficient while providing job training for incarcerated individuals and maintaining accountability for state agricultural property.", "key_topics": [ "Farm operations", "food service", "livestock management", "agricultural production", "inventory control", "farm manager responsibilities", "State Farm Administrator", "equipment management", "waste management", "livestock sales", "carcass disposal", "prison farms", "cost-effective food production", "offender job training" ], "cross_references": [], "content": "|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**`Functional Area: `**
`CORRECTIONS DIVISION/`
`FACILITIES OPERATIONS`|**`Reference Number: `**
`IVM01-0001`|**`Revises Previous`**
**`Effective Date:`**
`12/15/02`|\n|**`Subject:`**
`Administration`|||\n|**`Authority:`**
`DONALD/ADAMS`|**`Effective Date:`**
`9/01/04`|`Page 1 of`
`12`|\n\n```\nI. POLICY:\n\n A. To provide guidelines for production of menu vegetables,\n fruit, meats, eggs, and milk as cost effectively as\n possible, with a plan to support the Master Menu needs.\n\n B. To utilize each institution's land, manpower (offenders),\n and resources to make the correctional system's Food\n Service as self-sufficient as possible.\n\n C. To establish the objective to produce at costs below those\n that would be incurred if the farm products were to be\n purchased from outside vendors and to also provide job\n training for offenders.\n\n D. To establish and outline to the farm manager the method of\n Inventory Control of all equipment and land, and all\n supplies and materials received, issued, processed,\n consumed, and stored for each farming and vegetable\n gardening unit in the Georgia Department of Corrections\n under the jurisdiction of Central Farm Services.\n\n E. To establish waste management procedures to reduce farming\n related waste by-products, to use as fertilizer as many by products as possible, and properly dispose of all waste not\n otherwise usable, including carcasses of dead animals.\n\n F. To account to the State Auditor for state property in the\n form of agricultural commodities, livestock, equipment, and\n other inventories.\n\nII. APPLICABILITY:\n\n```\n\n|Functional Area:
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`IVM01-0001`|\n\n\n```\n All facilities having farms established by Central Office Food\n and Farm Services Subdivision and operating under Central Farm\n Services management.\n\nIII. RELATED DIRECTIVES:\n\n A. OCGA 4-5-1, 12-5-20, 40-5-6b.\n\n B. Georgia Department of Agriculture Regulation 40-16-2.\n\n C. GDC - IVA04-0002, IVA04-0003, IVA04-0004, IVA04-0005.\n\nIV. DEFINITIONS:\n\n Farm Manager: Used generally to refer to the primary local\n administrator over an institutional farm. The manager may\n actually be a farm manager or supervisor in title.\n\nV. ATTACHMENTS:\n\n Attachment 1 - Livestock Sale / Transfer Agreement\n\n Attachment 2 - Animal Death Certificate\n\n Attachment 3 - Way Bill & Receiving Report For Farm Products\n\n Attachment 4 - Beef Monthly Livestock Report\n\n Attachment 5 - Dairy Monthly Livestock Report\n\n Attachment 6 - Poultry Monthly Livestock Report\n\n Attachment 7 - Swine Monthly Livestock Report\n\n Attachment 8 - Monthly Farm Production Report\n\nVI. PROCEDURE:\n\n A. Administration\n\n 1. Central Farm Services shall give production priority\n to products with the comparatively highest production\n efficiency as measured by farm cost of production\n versus unit cost of purchases of alternative product\n on the open market.\n\n```\n\n|Functional Area:
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`IVM01-0001`|\n\n\n```\n 2. Production requirements shall be directed toward\n meeting Master Menu requirements in all feasible\n categories prior to directing production toward\n meeting needs of other agencies. The projected need\n for farm products is determined by consultations among\n the Food and Farm Services Manager, State Farm\n Administrator, the Food Service Administrator, and the\n State Dietitian.\n\nB. Controls and Support - Agency Wide\n\n 1. Crucial to the program is the recognition and full\n support of the farm production objective by all levels\n of management, including farm managers and employees,\n food service managers, wardens and superintendents,\n regional staff, central office staff, division\n directors, and commissioner. It is imperative that\n all levels of GDC Management recognize that this\n endeavor requires a systematic, coordinated, and\n cooperative approach from all concerned in order for\n perishable crops and livestock products to be rendered\n on the offenders' plates in the form of a wholesome\n meal provided at maximum cost avoidance.\n\nC. Controls and Support - State Farm Administrator's Staff\n\n 1. Planning and management of farm planting, production,\n budgets, capital, and equipment acquisition and\n utilization is centrally directed through the office\n of the State Farm Administrator.\n\n 2. All farming operations and processing units are under\n the general direction of the State Farm Administrator.\n Primary designee of the State Farm Administrator is\n State Farm Advisor. The advisor is the official\n representative of the State Farm Administrator and is\n to work closely with each farm manager and warden to\n keep the State Farm Administrator informed about\n conditions on the farms.\n\n 3. Each farm operation will be personally visited by the\n State Farm Administrator's staff on a regular basis to\n assure the State Farm Administrator that production\n goals, security, sanitation and maintenance standards,\n\n```\n\n|Functional Area:
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`IVM01-0001`|\n\n\n```\n and other applicable areas of designated\n responsibility are being maintained.\n\n a. The Central Farm Services staff visitor will meet\n with the Warden and/or Superintendent or staff in\n charge of the facility upon arrival at the\n institution.\n\n b. If the Warden and/or Superintendent or designee\n does not accompany the advisor on the farm tour,\n an exit interview with the warden and/or\n superintendent is to be conducted, if possible.\n\n c. The State Farm Administrator shall furnish a\n written report to the Food and Farm Services\n Manager, with a copy to the Superintendent. If\n conditions are satisfactory, no follow-up action\n is required of the superintendent or farm\n manager. If conditions necessitate\n action/correction, the local Farm Manager shall\n advise the Food and Farm Services Manager of the\n intended course of action, time requirements,\n etc., in writing within ten days.\n\n 4. State Farm Advisor shall purchase all livestock unless\n otherwise directed by State Farm Administrator.\n\nD. Support by Institutions\n\n 1. Each farm must have a responsible farm manager and\n knowledgeable staff with skills required to serve the\n role designated for that particular farm. Farm staff\n shall work directly under supervision of the Farm\n Manager.\n\n 2. The farm manager shall follow policies and procedures\n as established by the department and approved by the\n Commissioner.\n\n 3. All farm managers will cooperate fully in sharing of\n farm equipment and other assets as needed or directed\n by State Farm Administrator.\n\n a. All equipment transfers must be documented in\n accordance with departmental regulations.\n\n```\n\n|Functional Area:
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`IVM01-0001`|\n\n\n```\n b. Equipment sent to salvage must be approved by the\n State Farm Administrator and documented to ensure\n that all applicable requirements are adhered to.\n\n c. Upon the transfer or salvage of farm equipment,\n the State Farm Administrator's Office should be\n copied on all documentation.\n\n4. It shall be the farm manager's responsibility to carry\n out farm programs as set forth by Central Farm\n Services for that institution as approved by the\n Commissioner.\n\n5. The farm manager shall, in addition to any other areas\n assigned, be responsible for farm production,\n livestock, maintenance and care of all farm property,\n fences, buildings, processing plants, etc., and for\n the proper care and storage of all farm equipment.\n\n6. It shall be the farm manager's responsibility to\n report to the State Farm Administrator's office\n immediately any damage, accident, neglect, abuse,\n contamination, or mortality, which occurs, on farm\n property and/or affects production. This report to\n Central Farm Headquarters shall be verbal, with\n follow-up in writing within ten (10) days. Proper\n course of action is to be determined cooperatively by\n the State Farm Administrator and staff, institutional\n superintendent, and farm manager.\n\n7. Performance of each farm will be measured by its\n efficiency and effectiveness in the achievement of\n farm production goals as scheduled. It shall be the\n responsibility of the State Farm Administrator to\n apprise each farm manager as to farm management\n expectations, including how performance is to be\n measured and what constitutes excellence.\n\n8. The State Farm Administrator shall complete the\n Performance Management Form on all farm managers. The\n farm manager shall complete the Performance Management\n Forms of all other farm employees.\n\n9. Established farming practices, as set forth by the GDC\n Farm Services Administration, based largely on the\n University of Georgia Cooperative Extension Service\n\n```\n\n|Functional Area:
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`IVM01-0001`|\n\n\n```\n recommendations, must be followed. Each farm is\n required to have a map or graphical outline of each\n individual field or production unit and it shall be\n used as a management device in directing day-to-day\n operations.\n\n 10. Farm managers must follow purchasing procedures and\n stay within budgeted amounts for line item accounts.\n Requests for transfers of budgeted funds must be made\n through the State Farm Administrator or his designee\n before being submitted to GDC Budget Section.\n\n 11. No farm funds may be used for purposes other than that\n for which budgeted without prior approval by State\n Farm Administrator.\n\n 12. Before a farm personnel vacancy at any facility is\n filled, the prior approval of State Farm Administrator\n shall be obtained.\n\n 13. Farm equipment rental, or repairs to farm equipment by\n other than state labor, must have prior approval from\n State Farm Administrator. Explanation or\n justification shall be submitted at time of request.\n\n 14. Accidents involving farm equipment shall be dealt with\n in accordance with standard procedures developed by\n risk/fleet management and the GDC compliance office.\n\nE. Transfer of Livestock\n\n 1. Livestock are designated as state property that must\n be accounted for throughout the agency. Livestock,\n which are transferred between institutions, shall be\n accompanied by Livestock Sale/Transfer Agreement.\n (Attachment 1)\n\n 2. The following information must be completed:\n\n a. Type and number of animals transferred.\n\n b. Total pounds for each type animal.\n\n c. Total live weight pounds of all animals.\n\n d. Name of farm transferring animals.\n\n```\n\n|Functional Area:
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`IVM01-0001`|\n\n\n```\n e. Signature of person acknowledging transfer from\n the farm.\n\n f. Name of farm receiving animals.\n\n g. Signature of person acknowledging transfer to the\n receiving farm.\n\n 3. Following the signature of the representative of the\n receiving farm, distribution shall be made as follows:\n\n a. Original to State Farm Administrator's office.\n\n b. One copy to transferring farm.\n\n c. One copy retained by receiving farm.\n\nF. Animal Death Certificates\n\n 1. Livestock deaths are to be recorded immediately on\n Animal Death Certificate. (Attachment 2)\n\n 2. In unusual circumstances, or in a situation involving\n an unknown cause, which might possibly affect the\n health of other animals, a veterinarian should be\n contacted.\n\n 3. All Certificates shall be sent to Central Farm\n Services Headquarters with the next monthly livestock\n report.\n\n 4. Animal Death Certificates should be completed as\n indicated on the form.\n\n 5. Signatures of a farm staff member and a security staff\n member are mandatory on all Animal Death Certificates.\n\n 6. Signature of the veterinarian is required in instances\n where consultation occurred.\n\nG. Transfer of Farm Products to Food Service\n\n 1. All farm-produced commodities are to be transferred\n from the institutional farm service to Central Food\n Service or institutional food service with a completed\n Way Bill and Receiving Report for Farm Products\n\n```\n\n|Functional Area:
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`IVM01-0001`|\n\n\n```\n (Attachment 3). Send only the original copy to\n Central Farm Services.\n\n 2. Information required on all Way Bills includes:\n\n a. Date of transaction.\n\n b. Name of issuing farm service unit.\n\n c. Name of receiving food service unit.\n\n d. Description of item(s) issued.\n\n e. Number of units.\n\n f. Signature and title of issuing farm service\n employee.\n\n g. Signature and title of receiving food service\n employee.\n\n h. Farms are NOT to fill in any prices or dollar\n amounts.\n\n 3. Distribution of copies\n\n a. Original - Submit to State Farm Administrator's\n office with the regular monthly report.\n\n b. Copy - Retain for farm records.\n\n c. Copy - To receiving unit.\n\nH. Reporting Procedures\n\n 1. Monthly reports are to be prepared and sent to the\n State Farm Administrator's Office by 10th of each\n month include:\n\n a. Livestock Monthly Reports (Beef, Dairy, Poultry,\n and Pork - Attachments 4, 5, 6, and 7), or any\n other appropriate report. Each institution with\n livestock programs is required to complete a\n Livestock Report on a monthly basis. Each of\n these farm operations should include in this\n report an actual count of livestock with the\n exception of Rogers SP Farm's beef cattle\n\n```\n\n|Functional Area:
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`IVM01-0001`|\n\n\n```\n enterprise and Joe Kennedy Farm. Rogers SP Farm\n will report a book inventory monthly and an\n actual inventory quarterly for beef cattle. The\n quarterly inventory should be submitted in April,\n July, October, and December. Joe Kennedy Farm\n will report a book inventory monthly and an\n actual inventory every other month beginning\n February of each year.\n\n b. Farm Production Report (Attachment 8). Each farm\n will report monthly production figures for all\n enterprises in appropriate units of measure. The\n report submitted in July for the previous June\n shall represent the actual month-by-month\n production for the preceding fiscal year for all\n enterprises on the farm.\n\n c. Feed Mill Operations Report (IVM01-0009,\n Attachment 1).\n\n d. Copies of Way Bills (Attachment 3) pertinent to\n production for the month.\n\n e. Slaughter and processing performance report.\n\n f. Additional reports and/or supporting\n documentation as requested from individual farms.\n\n 2. A crop analysis report (no special form) is due in the\n State Farm Administrator's Office ten (10) days after\n completion of the harvesting of each crop. This\n report will include the total cost of crop, units of\n production, production cost per unit with detail\n listing of all costs.\n\nI. Planning and Record Keeping Procedures\n\n 1. A package of procedures and forms has been designed to\n enable each farm manager to maintain standardized\n records, plans, and budget estimates. General\n requirements are as follows:\n\n a. Each farm manager will maintain production goals\n and estimates in accordance with departmental\n guidelines for supplying food needs of the\n system.\n\n```\n\n|Functional Area:
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`IVM01-0001`|\n\n\n```\n b. Each year, the State Farm Administrator and staff\n will assist each farm manager in developing an\n updated twenty-four month production schedule.\n\n c. The first twelve months (July through June) shall\n represent the production plan under the current\n approved operating budget. The second twelve\n months (July through June) shall represent target\n production upon which new requests for\n appropriations are to be based.\n\n 2. By June 1 of each year, State Farm Administrator and\n staff shall develop detailed budget estimates based on\n the target production estimates for the second\n twelve months. These will serve as the basis of\n appropriations requests for that period. During May\n of each year State Farm Administrator and staff will\n adjust and revise previous budget request documents,\n as well as the production plan, to insure that budget\n plans fit actual funding made available to each farm\n for the upcoming fiscal year.\n\nJ. Detailed Budgeting Procedure: Development of detailed\n budget estimates in accordance with the production plan for\n each fiscal year shall be the responsibility of Central\n Farm Services under the leadership of the State Farm\n Administrator. Start-up budgets for new farms will also be\n developed by the State Farm Administrator and staff.\n\nK. Inventory and Depreciation Accounting Procedures\n\n 1. Inventory includes all items on hand purchased with\n GDC Farm funds. On-hand items are items in whole or\n in part that are stored or kept in Farm facilities, on\n Farm property, and on or in GDC institutional\n facilities and property. The taking of a Farm\n inventory shall consist of an actual count of measure\n of weight or volume (where applicable) of each item.\n\n a. All farming and vegetable gardening units under\n the jurisdiction of Central Farm Services shall\n implement the methods and procedures as outlined\n in this chapter.\n\n b. All items must be stored in such a manner as to\n expedite physical count, with labels (where\n\n```\n\n|Functional Area:
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`IVM01-0001`|\n\n\n```\n present) indicating contents, etc., in a position\n to be visible or easily accessible and to assure\n proper first in/first out (FIFO) rotation of\n stock (where applicable).\n\n c. Each item shall be counted, measured, or weighed\n in the appropriate way as applicable to the type\n of item being inventoried. The State Farm\n Administrator and staff determine the unit by\n which any particular item shall be counted,\n measured, or weighed. Inventory forms will be\n printed from the Farmworks computer program.\n\n d. Inventories of farm equipment and land, and all\n supplies and materials shall be brought up to\n date at the end of each fiscal year.\n\n e. The date on which the actual physical inventory\n is to be taken for fiscal year closeout shall be\n the last business day of the fiscal year.\n\n f. For each item of farm equipment on hand at the\n end of each fiscal year, the farm manager shall\n provide the following additional information:\n\n 1) Description of item, including its\n Department of Corrections inventory ID\n number and manufacturer serial number.\n\n 2) Date acquired\n\n 3) Original new cost (Acquisition Cost)\n\n 4) Whether item was purchased new or used\n\nL. Waste Management Procedures\n\n 1. The farming operations of the Georgia Department of\n Corrections shall comply in all applicable respects\n with federal law and the rules and regulations set\n forth by Georgia Department of Agriculture and the\n Georgia Department of Natural Resources regarding\n pollution-causing hazardous chemicals, animal wastes,\n and disposal of dead animals.\n\n```\n\n|Functional Area:
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`IVM01-0001`|\n\n\n```\n a. The State Farm Administrator and State Farm\n Advisor shall be observant of potential problem\n areas on the farms in order to prevent\n violations.\n\n b. Whenever advisable, ways to use organic waste to\n provide fertilization or other useful benefits\n shall be explored by the office of the State Farm\n Administrator.\n\n 2. Carcasses of dead animals that are buried shall be\n placed not more than eight feet--but not less than\n three feet--below the surrounding surface. Disposal\n shall occur within 24 hours of animal's death.\n\nM. Security\n\n 1. All farm staff in non-security positions shall be\n acutely aware of the need for inmate security at all\n times and shall support correctional officers in\n security-related functions if it is necessary for the\n maintenance of security. Said staff shall also\n observe all facility rules concerning security in all\n contexts, and shall seek clarification from\n supervisors or correctional officers when in doubt\n concerning some security aspect of the farm operation.\n\nN. Safety\n\n 1. All equipment shall be operated and maintained in\n accordance with the federal government's Occupational\n Safety and Health Administration (OSHA) rules and\n regulations.\n\n 2. Before using equipment, inmates are to be instructed\n as to proper operation, maintenance, and service.\n Training sessions should be documented to include\n inmate\u2019s name, identification number and instructor\u2019s\n name.\n\n 3. Prior to applying chemicals, inmates are to be\n instructed in the safe methods of use, and are issued\n gloves, goggles, and other protective clothing as may\n be required. The federal Worker Protection Standard\n and OSHA rules and regulations regarding hazardous\n chemicals shall be assumed to apply.\n\n```\n\n|Functional Area:
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`IVM01-0001`|\n\n\n```\n 4. A shower area is designated and maintained at all\n times for proper and adequate cleaning if so needed.\n\n O. Repair Policy\n\n 1. No Farm equipment should be submitted to outside\n sources for major repair without the consent and\n approval of either the State Farm Administrator or the\n State Farm Advisor.\n\n This procedure is pertinent to any repairs which could\n be generally assumed to cost $1,000 or greater. While\n it is sometimes necessary to have repairs performed by\n outside forces, all possibility that the repairs could\n be performed at a Georgia Department of Corrections\n Farm Services repair facility at a substantial savings\n must first be eliminated.\n\nVII. RETENTION SCHEDULE:\n\n Attachments 1,2,3,4,5,6,7 and 8 of this SOP will be kept locally\n for one year in an active file and two years inactive. A copy\n should be forwarded to the Central Farm Office to be kept for\n one year in an active file and five years inactive, then\n destroyed.\n\n```", "word_count": 3317, "powerdms_url": "https://public.powerdms.com/GADOC/documents/105463", "url": "https://gps.press/sop-data/409.03.01/", "attachments": [ { "number": 1, "title": "Livestock Sale-Transfer Agreement (Form IVM01-0001)", "word_count": 286, "url": "https://gps.press/sop-data/409.03.01-att-1/" }, { "number": 2, "title": "Animal Death Certificate", "word_count": 126, "url": "https://gps.press/sop-data/409.03.01-att-2/" }, { "number": 3, "title": "Weigh Bill and Receiving Report for Farm Products", "word_count": 133, "url": "https://gps.press/sop-data/409.03.01-att-3/" }, { "number": 4, "title": "Beef Monthly Livestock Report", "word_count": 486, "url": "https://gps.press/sop-data/409.03.01-att-4/" }, { "number": 5, "title": "Dairy Monthly Livestock Report", "word_count": 99, "url": "https://gps.press/sop-data/409.03.01-att-5/" }, { "number": 6, "title": "Poultry Monthly Livestock Report (Attachment 6)", "word_count": 262, "url": "https://gps.press/sop-data/409.03.01-att-6/" }, { "number": 7, "title": "Swine Monthly Livestock Report (Attachment 7)", "word_count": 338, "url": "https://gps.press/sop-data/409.03.01-att-7/" }, { "number": 8, "title": "Monthly Farm Production Report (Attachment 8)", "word_count": 901, "url": "https://gps.press/sop-data/409.03.01-att-8/" } ] }