District 5 Staff Agenda - University of...
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District 5 Staff Agenda
March 9, 2016Taylor County Extension Office
10:00 am EDT
Spring Forward!Daylight Savings Time Begins Sunday, March 13th
First Day of Spring Begins Sunday, March 20th
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GUEST SPEAKER
THE “NEW” FOUR-YEAR PLAN OF WORK
Dr. Ken Jones
Director of Program and Staff Development and Associate Professor
Contact Information:
700 Garrigus Bldg., UK Campus
Lexington, KY 40546-0215
Phone: (859) 257-7193
Email: [email protected]
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PERSONNEL UPDATES
VACANCIES: DISTRICT 5
Total positions = 10
• Nelson FCS Vacant 9 months – 6/1/15
• McCreary FCS Vacant 6 months - 9/14/15
• Russell ANR Vacant 2 months - 1/8/16
• Taylor Hort. New Position/Screening x3
• Stop-Gap Cumberland, Green, Meade, Grayson and LaRue
• Agent-at-Large Pulaski ANR
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VACANCIES: STATEWIDE
Statewide Total Vacancies = 34
• Programs FCS – 17 ANR – 10 4-H – 7
• Stop-Gap 18 Counties. Currently any new requests are on hold.
POSITIONS – ADDITIONAL HIRING PENDING
Grayson Part-time Staff Assistant
• Paloma Falcon – 3/14
District 3 Director
• Three Finalists; Interviews 3/15
Wayne Staff Assistant/Bookkeeper
• Applicant Reviews – 169 Applied
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NEW EXTENSION EMPLOYEESDistrict 5
• Breckinridge SNAP-Ed – Tasha Tucker• Hardin SNAP-Ed – Tonia “Toni” Williams• LaRue CEA for ANR – Daniel Carpenter
oStart Date: 3/28 (Intro at May Staff)
State-wide• 1st KY Cooperative Extension County Manager
oJerry Brown, Boone (3/01)oCurrent Boone CEA for ANR
• St. 4-HYD Specialist for Camp/Shooting SportsoDarrell Stillwell(4/01)oCurrent NC Camp Dir.; Completing PhD in Leadership; 20 yrs. of 4-H; from LaRue Co
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D5 AGENT RETIREMENTRick Greenwell, Federal Retirement
Washington CEA for ANR
Last Day: May 5, 2016
46 Years of Service
Extension Career Highlights:
• Washington 4-H: 3/16/1970
• Washington ANR: 7/1/1974
• Post Retirement: 4/30/2010
Birthplace: Jefferson Co; Education: WKU, Gen. Ag
Sharing: Roberta Hunt, Ron Bowman, Carol Hinton
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RETIREMENTS CONTINUED
Dr. Charlene Jacobs, Asst. Dir. for 4-HYD
• Date: Pending replacement
Connie Conlee, D5 Adm. Support Assoc. (5/13)
• Position–Campus; Posted; Closes 3/22
RECEPTIONS SCHEDULED
Daniel Carpenter, LaRue ANR
• Date/Time: 3/19 from 10 am – 2 pm ET
• Location: LaRue Co Ext. Expo; LCHS Gym
Rick Greenwell, Washington ANR
• Date/Time: 4/28 from 3 pm - 6 pm ET
• Location: Washington Co Ext. Office
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HEALTH UPDATES
Glen Roberts, Wayne ANR - Surgery
Felicia McElroy, Marion Custodian - Surgery
Ashley DeBord, Wayne ANR Assist – TDL/Baby
Natalie Taul – Welcome Back from TDL/Baby
Continued Requests for Remembrance:
• Jennifer Bridge’s Mom
• Pam York Family
SYMPATHY
Teresa Bright, Adair Co Support Staff
• Loss of father, Charles Helm on 2/21
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Congratulations on Birth
Welcome Denver Ellison “Ellis” DeBordBorn 2/16/16 Weighing 9 LBS 11 OZ
Son of Stephen & Ashley DeBord, Wayne ANR PA Big Brother, Logan is all smiles too!
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Special Recognition & Highlights
SPECIAL RECOGNITIONPublic Value Statement: Russell County
• Link: http://extension.ca.uky.edu/
Refreshments/Host: Breckinridge & CaseyHost: Taylor County Office & Staff
PROGRAM HIGHLIGHTS for D5ANR Ricky Arnett4-HYD Kindra Ewing JonesHorticulture Amy AldenderferFCS Dayna Parrett
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AFFIRMATIVE ACTION – COUNTY REPORT
May 15: Rough Draft of County Plan to DD
June 30: Final County Plan in KERS
June 30: Report for last FY (2015) in KERS
Plan includes: Description, Council Makeup, Affirmative Action Goals and Action Strategies
Report includes: Efforts, outcomes attained through previous year’s Plan
Access Reports through KERS
Link: http://psd.ca.uky.edu/files/affirmative_action_plan_for_counties_final.pdf
Information – Deadlines - Events
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BUDGET UPDATE
Significant Cuts in Governor's Proposed Budget
Inform EDB/Co Judges/Officials
• CES Budget process delayed (St. Budget)
• Anticipated time could be mid-April
• Judges requiring drafts-use previous info. shared
Areas “likely” impacted by state budget cuts:
• 4th and above Agents – all benefit cost
• Stop gap funded – increase to cover benefits
• Base Agent Support increase
• Base Co. Support (IT, software) increase
95%+ of these additional funds return to County (Agent Salaries, benefits, support)
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CAREER LADDERAnnouncements – PendingSalary Increases July 1st
Levels:2-$2,000, 3-$2,500, 4-$3,000 & 5-$3,500Commitment to continuing Incentives
CEDIKPast CEC Visits: Adair & TaylorUpcoming CEC Visits.: Breckinridge & GraysonFirst Impressions for Pulaski – Report completedFacilitation and General CED Trainings
• KY League of Cities, KY Co. Commissioners and Magistrates Assoc.oFacilitation/leadership workshopsoFor Elected Officials. CEA’s will be invited
• Upcoming: “CES only” Facilitation Training (fall)
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CHI EPSILON SIGMA ANNUAL MEETING
April 13th – 15th at Ramada Inn, Paintsville, KY
Officer Leadership from D5 – Kathy Ballard
Directors: Lisa Stevens & Sue Ann McCandless
Counties should prepare for absentees
CORE TRAINING
Revisions – Sessions open to All CEA’s
CREDIT CARDS – “SQUARE” APPROVED
UK Policy/Guidelines: PCI/DSS compliant
(E-2-1) https://www.uky.edu/EVPFA/Controller/BPM.htm
(IV)Security (B)Procedures (5)C. Card Transactions
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CONTRACTING WITH BUS COMPANIES
Concern: Safety Ratings, etc.
Bus Cos. - Not considered “Approved UK Vendors”
Bus. Cos. - Considered “Under Contract”
Current Contract Holders with UK
• Croswell of Williamsburg, LLC
• Free Enterprise System, Inc.
• Blue Grass Tours
• Miller Transportation Inc.
UK Contract #’s, Contacts and Info available
Be cautious in selection of companies for Extension sponsored trips
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COUNTY REVIEWS
2016 Reviews: Clinton, Russell, Wayne
Team Members
• Clinton: Leader: Mia Farrell
CEA – Jay Stone; Specialist - Jordan Shockley CEDIK - Marisa Aull
• Russell: Leader: Thomas Keene
CEA - Keith Hackworth; Specialist - Jennifer Hunter; PSD - Pam Sigler
• Wayne: Leader: Gary Palmer
CEA - Allison Lewis; CEDIK - Dan Kahl
FCS Associate - Kim Henken
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EPSILON SIGMA PHI
Location: Lexington Signature Club of Lansdowne
Annual Mtg. – March 21st
Professional Dev. In-Service – March 22nd
D5 Area Contact Agents
• Lynnette Allen (LT) Tyrone Gentry (LC)
FIELD STAFF DIRECTORY
Check Directory at: http://directory.ca.uky.edu
Contact Connie to add and make changes
FELLOWSHIP FOR GRADUATE RESEARCH
J. Lester Miller – for CEA’s in Grad Programs
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INTERNSHIPS
Applicants: 172 from 26 institutions
Positions: 44 for counties and departments
Time Frame: May start; 12 week assignment
Hosts: Breckinridge, Cumberland, LaRue & Meade
State Contact: Mia Farrell, Ext. HR Specialist
IT UPDATES – MICHAEL KENNETT
Email Migration from Exchange to Office 365
• Pilot County - LaRue
Website – Upcoming changes Drupal 7 to 8
Microsoft 365 OneDrive – Continue Uploads
• Email Minutes (CEC, DB, Office Conf.)
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KERS
Dev. Project - Mobile Environment for Data Entry
Contacts: Dr. Ken Jones and Dr. Craig Wood
KSU UPDATES
Position Posted for Breckinridge/Meade/Daviess
MOU still in development
Position location is still pending
LABOR LAW POSTERS
Required to Post New Revised Notice (1/1/16)
Post in Common Areas, visible to all Employees
Each County Receives 1 Fed & 1 State Poster
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MENTOR PROGRAM
Revamping program
• Training incorporated into Core Training
• Evaluation of the Mentor by the Mentee
MID-YEAR REVIEWS FOR BI-WEEKLY
Copy to DD by 4/30
Based on need (low PA scores; performance)
MONEY HANDLING PROCEDURES
Training Today for CEA’s. Share on Co. Level
Link: http://ces-manuals.ca.uky.edu/content/money-handling-procedures
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PERFORMANCE EVALUATIONS FOR AGENTS
UK Online System
NR Ratings - Agents hired 07/01/15 to 06/30/16
Agents Rated: CEA’s Under 5 Years of Service
Agent “Opt-out Option”: CEA’s 5 Years+
• Exception: Request/Approval by DD
SECRETARY TRAINING – May 16th – 17th
Hospitality/Lodging – Staybridge, Bowling Green
Reservation Deadline: April 14th
May 16 (optional) Group Activity, Dinner, Lodging
Contacts: Lynnette Allen, Breckinridge FCS and Jennifer Bridge, Meade FCS
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SHARED LEAVE POOL
Donation Period: May 1 – Sept. 30
Link to Information: http://www.uky.edu/hr/employee-relations/shared-leave-pool
NEP UPDATE – Sara Talbott
Updates: NEP Roles, Farmers Markets, PSE
2016 Commitments – Enter in KERS
• Min. hrs. per CEA = 100; FCS = 200 avg.
• Assistants can report hours (other than NEP)
Future Reminder: Altarum will conduct Surveys and County Visits
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STAFF MEETINGS REMINDERS
April No Staff
May Last Staff in FY 2015-16
Sept First Staff in FY 2016-17; Picnic????
STATE EXTENSION COUNCIL
March 23rd & 24th, Embassy Suites, Lexington
State ANR, CED & FCS Adv. Committee – Mar 23rd
STATE FAIR ASSIGNMENTS
If changed, CEA is responsible for replacement
Notify DD and State Contact: Kim A. Leger
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STATUS OF COUNTY OFFICEVerifications Due to Connie by Mar 28th
DD forwards to Dr. Jeff Young by April 1st
New Addresses, Buildings, Additions, etc.
SUCCESS STORIESAgents should currently have 2 submittedNext Due Date: April 15 – 1 additionalFinal Due Date: July 15 – 2 additional
TRAVEL REQUIREMENTSRegular County Travel: No prior authorizationPI Funds: Request through SAP; watch limitsOut of St.: Request 30 days ahead. Follow rulesState Funds – File upon return
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FRIENDLY REMINDERS WITH DUE DATES
Apr. 10 Quarterly Co. Payments
• Original to Jeff Young by 4/10
• Copy for DD by 4/30
Apr. 15 POW Template Available Online
Apr. 30 Re-run Client Protection Background Checks through Intellicorp
May 1 Uniform Financial Report- DD/DLG WebSpace Inventory – DD
Gifts Grants and Contacts – DD
POW Rough Draft to DD
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CONTINUED: REMINDERS WITH DUE DATES
May 26 Next UK Holiday – Memorial Day
June 30 Must have held 1 Client Protection Mtg.
June 30 Old Leave Expiration
June 30 POW Deadline to post in KERS
Oct 1 Mt. Ag Week Field Day at RCARS
FRIENDLY “GENERAL” REMINDERS
Audit Dates: Submit to Connie asap
KERS Reports: Due 10th of following month
Contracts: Allow for approval time
Program Support Budgets: Submit with draft
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BIRTHDAY ANNOUNCEMENTS
LUNCH CATERERCREEKSIDE RESTAURANT
DISTRICT 5 POW TRAINING – Dr. Ken Jones
PROGRAM GROUPS (Meet as Needed)
SUPPORT THE UK WILDCATSSEC Men’s Basketball Tournament
Friday, Mar. 11th – 7 PM ETSEC Network
GO BIG BLUE!!
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MARCH BIRTHDAYS!AGENTS
Mar 11 Tony Rose (Adair 4-HYD) – How Old??
Mar 29 Deana Reed (Meade 4-HYD)
Mar 31 Dayna Parrett (Nelson FCS)
SUPPORT STAFF
Mar 10 Sherry Coffey (Wayne 4-H P.A.)
Mar 12 Heather Pearson (Adair Part-time)
Mar 18 Melinda Cross (Clinton Secretary)
Mar 24 Mary Lucas (Marion 4-H P.A.)
Mar 25 Danny Adams (Wayne Sm. Farms)
Mar 26 Mary McAdoo (Pulaski Secretary)