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District 5 Staff Agenda

District 5 Staff Agenda. May 8, 2013 Taylor County Extension Office 10:00 am EST *Please remember to sign the District Staff Attendance Sheet. Personnel & Programs. PERSONNEL UPDATES – DISTRICT 5 New Hires - Agents Clinton ANR – Colby Guffey (March 1)

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District 5 Staff Agenda

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  1. District 5 Staff Agenda May 8, 2013 Taylor County Extension Office 10:00 am EST *Please remember to sign the District Staff Attendance Sheet

  2. Personnel & Programs • PERSONNEL UPDATES – DISTRICT 5 • New Hires - Agents • Clinton ANR – Colby Guffey (March 1) • Pulaski 4-HYD – Chaquenta Smith (Apr 4) • Breckinridge 4-HYD – Alex Bryant (May 15) • Green ANR – Ricky Arnett (June 1) • Resignations – Support Staff • Gail Hammons, Breckinridge County • Vacancies – 36 Agent Positions Statewide • Washington FCS (3/31/12)

  3. CONTINUED: PERSONNEL UPDATES – D5 • Stop-Gap - Position on Vacancy List • Marion FCS (6th) • Green ANR (18th) • Breckinridge 4HYD (20th) • Sympathy – Family Members in March/April • Glen Roberts, Juanita Herron, Mary McAdoo, Meagan Klee, Audrey Myers, Christy Martin and Roberta Hunt • Births – Children and Grandchildren April/May: • Charli DeLaughter – Blake Alexander • Joy McGinnis - Granddaughter, Hadley Grace • Colby Guffey – Daughter, Reagan Beth • Judi Bates – Granddaughter, Paisley Michelle

  4. STATE LEVEL PERSONNEL CHANGES • New UK Provost – Dr. Christine Riordan • New CAFE Dean - Search in progress • Director of Business Adm. – Tim West (Mar 11) • Director of Disaster Mgt. – Andrea Higdon (July 1) • Sr. Extension Associate for ANR – Ricky Yeargan • Retirement: Dr. Laura Stephenson, FCS Assist. Dir. New Appointment: UT Assist Dean/Professor of FCS • Agriculture Extension Director Assistant for FCS-Apps open thru May 26 • GUEST SPEAKER - MONICA WILLETT • Info. Technology Trainer for Cooperative Extension • Agricultural Communications Services • Phone: (859) 257-7219 Fax: (859) 323-1051 • Email: monica.willett@uky.edu

  5. PROGRAM HIGHLIGHTS for DISTRICT 5 • Robbie Smith, Horticulture • Elijah Wilson, 4-HYD • Christy Nuetzman, FCS • Ron Bowman, ANR • SPECIAL RECOGNITION • ESP Report to People Winners: • Lincoln Trail – Breckinridge County • Lake Cumberland – Wayne County • ESP 25 Year Service Award – Becky Nash • ESP Program Achievement Team - Multi-Co Award • Pam York and Kelli Bonifer

  6. CONT. RECOGNITION- KAE4-HA • Tyrone Gentry – DSA & KAE4-HA Treasurer • Danielle Hutchins – Achievement in Service Periodical Pub Team (with Kathy Ballard) • Carole Goodwin – D5 John Swack Memorial Promo Piece Team (Misty Wilmoth, Cathy Weaver, Catherine Webster Martha Arterburn) • Rebecca Hill – Tommy Bunch New Agent • Toni Humble – Denise Miller 4-H Innovator   • Misty Wilmoth – Exhibit/Periodical Pub Individual 4-H Promo Piece Team (Cathy Weaver, Carole Goodwin, Catherine Webster and Martha Arterburn)

  7. CONT. RECOGNITION– CHI EPSILON SIGMA • Distinguished Service Award: Misty Dubre, Cumberland County, 2nd place • New Achiever Award:Marcy Ward, LaRue County, 3rd place • County Web Site:Misty Dubre, Cumberland County, 1stplace • Media Award:Georganne Collins, Nelson County, 3rdplace REFRESHMENTS/HOST • McCreary, Marion and Taylor Counties

  8. Information – Deadlines - Events • ADA ASSESSMENT and COMPLIANCE PLAN Due: May 15 (Electronic Rough Draft to DD) June 30 (Electronic Final Copy due to DD) Link: http://www.ca.uky.edu/psd/affirmative_action.php • AFFIRMATIVE ACTION PLAN and REPORT PLAN - Rough Draft Due: May 15 (to DD – FY 13/14) PLAN- Final Due: June 30 (KERS Online - FY 13/14) REPORT - Final Due: June 30 (KERS Online - FY 12/13) Link: http://www.ca.uky.edu/psd/affirmative_action.php

  9. AGENT HIRING – NEW PROCESS • Effective Prior to July 1 • Career Ladder Guidelines • Counties may “opt out” of using new process • Requires Board vote and Chair signature • Hiring Process Confidentiality • County Representatives • Guide with descriptions • Available to County Representative

  10. ALUMNI MEETINGS– ALUMNI, STAFF, STUDENTS LT Alumni: Agent Contact: David Harrison Date: August 3, 2013 Location: Nolin RECC, Elizabethtown LC Alumni: Agent Contact: Nick Roy Date: July 15, 2013 Location: William T’s Dining Center The Pines - Lindsey Wilson Staff Appreciation Day: September 4, 2013UK Student Round-up: September 13, 2013 UK UK & HES Round-up: September 7, 2013 UK Link:http://www.ca.uky.edu/alumni/index.php

  11. BUDGET UPDATE and OUTLOOK KY Cooperative Extension Service • Salary Increases – Pending Provost approval • Letters mailed to Agents, Agents notify Staff • Recent hires not eligible • Base Salary Increases • Undergrad Degree/No Experience • Graduate Degree/No Experience • New hires – starting salary adjusted • Agents below baseline - adjustment pending • 4th and Above Positions - 100% county paid • Increase may exceed 5% (i.e. Career Ladder) • Year-end accounting settlement option

  12. BUDGET REMINDERS - FISCAL COORDINATORS • May 1 • Uniform Financial Report (Frankfort & DD) • Gifts, Grants & Contracts Financial Report (DD) • CES Budget Plan – Signed Original (DD) • MOA – 3 Signed Originals. Electronic File (DD) • Schedule of Disbursements – 3 Signed Originals. Electronic File (DD) • Salary Recommendation Form Biweekly. Electronic File (DD) • Program Support Budgets – Signed Original (DD) • June • Final Accounting Approval Form

  13. BUDGET REMINDERS - FISCAL COORDINATORS • July 10: County Payment (Copy to D5 Office) • July 15: Actual Program Support Expenses • July – Oct: Tax Rates and Audits (as soon as set) • Aug 1 - Final Accounting Sheets Additional Reminders: • File Audits – Annually or every 4 years • Revised MOA’s • Must be sent to Dr. Henning, otherwise billing goes unchanged through Business Office • Nine months is the critical point • Stop-gap requires immediate revised MOA Link: http://ces.ca.uky.edu/cesdd/districtboard

  14. CAMP • Expectation: 25 paid campers @ county minimum • Scanning Camp Information- Encryption • Late Fee Policy – Pay bill immediately after camp • CEDIK • Agent Advisory group: Rotation and PowerPoint • Top Agents needs in Community Developments • CLIENT PROTECTION STANDARDS • Anyone working with vulnerable audiences • Files should be up-to-date

  15. COUNTY COORDINATOR LIST – 2013-2014 Due June 1 (Rotation as Appropriate) Link: http://ces.ca.uky.edu/cesdd/OfficeTools • COUNTY PROGRAM REVIEWS D5 Team Leader: Karen Ramage • LaRue County – October 30, 2013 • Nelson County – Nov 1, 2013 • Hardin County – Pending *Don’t Forget 6 Month Follow-up Report

  16. CONFERENCES & UPCOMING EVENTS • Oct. 18, 2013 - KY Fathering Conference, Fayette Co Ext. Office • May 16, 2013 - Financial Resiliency & Responsibility Conference, Fayette Co. Ext. Office • Nov 2, 2013 – Mountain Music and Harvest Day – ARC (Robinson Center) • Jan. 28 & 29, 2014 - 5th Annual Different FACES of Substance Abuse Conference, Marriott Griffin Gate, Lexington • DIVERSITY TRAINING – FALL 2013 • D5 Trainers: Teran Ransom & Dennis Morgeson • All Staff will be asked to attend • Anticipated Training Date: October 9, 2013

  17. DISTRICT FORUM – Nov 8, 2013 • D5 Agent Contact: Dayna Parrett • ENERGY EFFICIENCY AWARENESS & ACTION • Contact Beverly Miller – all Energy Programs • Dr. Henning’s Request: All Counties participate • EMERGENCY CLOSINGS • New guideline posted • Must identify closing and re-opening • Communication has to be clear and timely • D5 Office forwards all closings to Karen Ramage • Critical: Check time entry for support staff

  18. ESS On-line Time Entry • Website Available for information • Pilot Tabs to disappear in May • Roll-outs being scheduled for Districts • ESP 2013-14 Contacts & Events: • Administration: Anna Smith • Lincoln Trail – Jack Ewing • Lake Cumberland - Tyrone Gentry • Chapter Relations Chair – Jennifer Bridge • Galaxy IV Conf. – Sept 16 – 20, 2013 - Pittsburgh • I-9 Signers • New approval in effect May 6 • 1.5 hour training required (list checked) • New Option: Staff Assistants qualify as signers

  19. INTERNSHIPS – Summer 2013 • 40 total statewide this year - D5 Interns: • Jordan Bramblett (UK, CLD) Hardin 4-H/Marla Stillwell • Tim Dishman (UK, Forestry) Wayne ANR/Glenn Roberts • Callie Hobbs (UK, Ag Ed) Meade ANR/Andy Mills • Aurora Laslie (Murray, Pre-Vet) Meade 4-H/Carole Goodwin • Nichole Murdock (Murray, Chemistry) Breckinridge 4-H/Carol Hinton • Katie Royse (WKU, AG Education) Adair 4-H/Tony Rose • Work in all Programs Areas; Schedule DD Visit

  20. IT UPDATES • SAP – Time Management System • Use only Version Internet Explorer 8 or 9 *not compatible with IE 10 • IT will assist in getting Windows 7 *do not use Windows 8 • Caution: Spam Email! • Do not open links asking for account info • Help Desk – Staffed 9am thru 3:30pm ET • DEITC for D5 • Approval to hire • Position currently posted

  21. KERS (KY Extension Reporting System) • Reports should be entered regularly • Prepare for year-end deadlines • KSU UPDATE • Educational Units: Riverboat & Mobile Demo Unit • Journal of Ext. Board Member: Dr. Javiette Samuel • LEAVE Balances and Reporting Leave expiring June 30 – enter in system by June 10 Shared Leave Pool - can donate as little as ½ day

  22. NEP – Grant and Future • KY has still not had any cuts (unlike other states) • Request for KY funding: $300,000 to sustain current programming • Need: Continued Agent involvement from all Program Areas with reported hours • PERFORMANCE APPRAISALS Mandatory Year - Agents over 1 year • Link: http://ces.ca.uky.edu/cesdd/agent Performance Appraisals - Information due July 15 • New - Agent Performance Appraisal Document • Statistics, Meeting & Activities, Expenses • Affirmative Action Report & Success Stories • FSNEP (Report all hours during year) *There will be no “face to face” Evaluation Sessions

  23. PILD • Agents Representatives – Well Done! • Follow-ups: Congressional Members in home offices • Need: JCEP visit Congressional Members prior to PILD • Program Contact Agents • Groups select Contact to begin in Sept. 2013 • POW • 4-Year Plan Updates: “Drafts” due to DD in May • Final POW Update: Due in KERS by June 30 • Pac Codes are available • POST RETIREMENT • Federal Employees only - Concerns and Guidelines

  24. POSITION DESCRIPTIONS • Agent “Generic” Job Description is online • Specific Job Descriptions due July 1 for 2 or more agents in the same programand county • Job descriptions for all Agents will be tweaked as needed when vacancies occur • PRESIDENT CAPILOUTO’S VISITS • July 16 – Bath County • July 30 – Grayson County & Princeton Research Ctr • Agents nominated to attend - Dr. Henning selects • Schedule – draft is available

  25. SNAP-ED COMMITMENT HOURS • On-line entry through KERS (96 hours @ agent) • Program Assistants commit (exception EFNEP) • STAFF MEETING & AGENTS' FALL PICNIC • Committee: 1 Representative from Program Groups *Reminder: No D5 Staff in June, July or August *Please put D5 Staff Dates (2nd Wed) in calendars • STATE EXTENSION CONFERENCE • Feb. 24 – 27, 2014 at the Hyatt in Lexington • Co-Chairs: Karen Ramage and Jeanne Davis • State Associations & State Extension Council included • Tuesday Evening Program – 100 Year Celebration

  26. STATE EXTENSION COUNCIL • Summer Meeting – Aug 13 (1 day only) • Host: Washington County • SEC Executive Committee to meet with UK Pres. • SUPPORT STAFF TRAINING – Fall ’13/Spring ’14 • Contact Group: ANR Agents • Planning Needs: Committee/Contact Agent, Location and Program • STATE FAIR ASSIGNMENTS • Completed – Refer to the D5 Website • Link: http://ces.ca.uky.edu/cesdd/District5Miscellaneous

  27. TAX-EXEMPT • Agent responsibility to check site and update • 4 times a year: Jan, Apr, July and Oct • 501c3 entities don’t forget to file on line tax forms • UK Benefits: Open Enrollment • Changes in Regional Plans • Enrollment will close May 10 • Updates/Changes are available online • Link: http://www.uky.edu/HR/OE/

  28. MARCH BIRTHDAYS! • March 10 Sherry Coffey, Wayne Co 4-H Program Assist • March 11 Tony Rose, Adair CEA for 4-HYD • March 12 Heather Pearson, Adair Co FCS Support Staff Melisa Caudill, Casey Co SNAP-Ed Assistant • March 18 Melinda Cross, Clinton Co Support Staff • March 25 Danny Adams, Wayne Co KSU Small Farms • March 26 Mary McAdoo, Pulaski Co Support Staff • March 29 Amy Singleton, McCreary CEA FCS/4-HYD • March 31 Dayna Parrett, Nelson CEA for FCS

  29. APRIL BIRTHDAYS! • April 7 Linda Bell, Clinton County 4-H Program Assistant • April 9 Margie Hernedez, Russell County SNAP-Ed Assistant • April 11 Roberta Hunt, Washington CEA for 4-H YD • April 16 Christy Martin, Russell CEA for 4-H YD • April 17 Carol Hinton, Breckinridge CEA for ANR • April 22 Marcy Ward, LaRue County Support Staff • April 28 Sue Ann McCandless, LaRue Support Staff

  30. MAY BIRTHDAYS! • May 2 Regina Markins, Meade County Support Staff • May 6 Jack Ewing, Grayson CEA for ANR • May 7 Kelly Carney, Taylor County Support Staff • May 13 Debbie Shepherd, Casey CEA for FCS Connie Conlee, District 5 Administrative Support Staff Seth Hart, Wayne County 4-HYD Program Assistant • May 19 Danielle Hutchins, Nelson CEA for 4-H YD • May 20 Beth Wilson, Pulaski CEA for Horticulture • May 22 Patricia Richards, Russell County Support Staff • May 28 Matt Adams, Hardin CEA for ANR • May 29 Glen Roberts, Wayne CEA for ANR • May 30 Juanita Herron, Marion County EFNEP Assistant Brenda Williamson, Pulaski County EFNEP Assistant

  31. PROGRAM GROUPS • 4-H YOUTH DEVELOPMENT • ANR/HORTICULTURE • FAMILY AND CONSUMER SCIENCES

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