Date: September 9, 2015 Location: Adair County Extension Office Time: 9:45 am EDT – Refreshments 10:00 am EDT - Meeting

First Day of FALL

September 23, 2015

DISTRICT 5 STAFF AGENDA

ADMINISTRATIVE UPDATE by VIDEO Dr. Jimmy Henning, Assoc. Dean for Extension & Director of CES Video Link: https ://www.dropbox.com/s/i7u53qutf0ea83u/Henning%20September%20Staf f%20Meeting%20video%20final .MP4?dl=0

SNAP EDUCATION UPDATE Martha Yount, Reg. Specialist for Food and Nutrition, Southeastern KY 606-666-2438, Ext. 235; myount@uky.edu WELCOME TO ADAIR CO. - Terry Partin, EDB Chair

GUEST SPEAKERS

PERSONNEL UPDATES for DISTRICT 5 • New Hires & Transfers Since May Staff

Dayna Parrett, Hardin FCS (6/1/15) *Transfer from Nelson FCS – Announced in May Audrey Myers, Taylor FCS (6/1/15) *Transfer from Green FCS – Announced in May Whitney Carmen, Grayson ANR (7/1/15) *Transfer - Hancock ANR. Intro: Natalie & Kendra Deana Reed, Meade 4-HYD (8/31/15) *Transfer - Fayette 4-HYD. Intro: Jennifer & Andy

Junior Cecil, Clinton 4-HYD (9/1/15) *New to CES. Intro: Christy & Colby

PERSONNEL

• Retirements Since May Staff Greg Tompkins, Cumberland ANR (5/29/15) Carole Goodwin, Meade 4-HYD (6/5/15) Jack Ewing, Grayson ANR (7/31/15)

• Resignations Since May Staff Melody Elliott, Grayson Support Staff (6/19/15) Karen Henson, Cumberland 4-H PA (6/27/15) Ellie Flanagan, Casey NEP Assistant (7/1/15) Misty Dubre, Cumberland Support Staff (9/11/15) Amy Singleton, McCreary FCS/4-HYD (9/14/15)

PERSONNEL

• Vacancies Cumberland ANR - Applications Closed 9/8/15 *Vacant since 5/29/15 Green FCS - Applications Closed 7/30/15 *Vacant since 5/31/15

Nelson FCS. Not Posted. *Vacant since 5/31/15 Pulaski ANR. Not Posted *Vacant since 9/4/15 McCreary FCS. Not Posted *Will be vacant as of 9/14/15

PERSONNEL

• Vacancies – Stop-Gap*/Non-posted (Position from Rotating Off Vacancy List) Clinton 4-HYD* (2nd) Nelson FCS (19th) Taylor FCS* (12th) Meade 4-HYD* (20th) Cumberland ANR* (17th) Grayson ANR* (25th) Green FCS* (18th) McCreary FCS (32nd)

Pulaski ANR (35th) State Totals of Vacancies 4-H – 10; FCS – 17; ANR – 8 Total = 35 (21 are Stop-Gap) *D5 Tops the Charts with 9 Openings

PERSONNEL

• Illnesses Linda Will – Intermittent FMLA (Treatment)

• Sympathy Becky Shagool – Passing of Husband (June) Sherri Stith– Passing of Son (June) Cheryl Mattingly – Passing of Brother (June) Meade Co Office – Passing of Jim Durbin (Aug)

• Additional Personal Updates for D5 Hardin County NEP Assistant Pulaski County ANR

PERSONNEL

• PERSONNEL UPDATES for STATE LEVEL Retirement: Louise Moore, D2 Director (after Jan 1) New Hires: Jordan Shockley, Assist. Ext Prof. Ag Econ Sally Mineer, FCS St. New Agent Support Amy Singleton, Area Nutrition Agent New Positions: D8 Metropolitan Director – Posting TBA Dr. Vail–Interim Dean/College of Social Work Dr. Javiette Samuel–12 month appt./PSD

PERSONNEL

ARRIVALS AND “EXPECTING”

BIRTH ANNOUNCEMENT Rebecca Hill and husband, Brad

are proud parents again! Son, Ethan Bradley Hill, arrived

May 30, 2015.

EXPECTING FIRST CHILD Natalie Taul and husband, Dustin announce their first child is due

December 18, 2015 “IT’S A GIRL”!

SPECIAL RECOGNITION • KY State Fair Workers • St. Ext. Council Members – Summer Meeting • Refreshments: Hardin & LaRue • Site Host: Adair Co Staff

PROGRAM HIGHLIGHTS for D5 4-HYD - Kindra Ewing Jones ANR – Ricky Arnett HORT Dennis Morgeson FCS - Dayna Parrett

RECOGNITION & HIGHLIGHTS

ACCIDENT/INCIDENT REPORT FORM Required: Serious Situations/Problems Link: http://ces.ca.uky.edu/cesdd/OfficeTools

Link: http://www.uky.edu/EVPFA/Control ler/risk .htm

UK Employees: Workers Care (800) 440-6285 ATTENDANCE ROSTERS Verification: Audience and Meeting Parity Expectation: Complete and File Link: http://www.ca.uky.edu/psd/af firmative_action.php

INFORMATION EVENTS & DEADLINES

BUDGET: SPGE REMINDERS & DEADLINES Sept. 01: Budget & End of Yr. Actuals posted

online with DLG Annual Financial Statement – public

viewing Sept. 15: Tax Rate established – copy to DD Sept. Final Year-end Accounting &

Certification of Efforts Oct. 01: Motor Vehicle/Watercraft Tax Form Oct. 10: Second County Payments Nov. 01: DB Member Nominees to Co. Judge

STAFF INFORMATION

CONTINUED SPGE REMINDERS & DEADLINES Dec. 01: Judges selection of DB Members Dec. 15: DB Members must be appointed Jan. 30: Swearing in of Board Officers; Train

File Audits – Send copies to D5 Office. Post

to DLG as PDF Link: SPGE Calendar -

https://kydlgweb.ky.gov/Entities/SPGE_Info.cfm Prog. Support Funds - Yearly Expense Reports due July 15; 2015-16 Budgets due with Co Budget *Stop-gap requires immediate MOA revision

STAFF INFORMATION

CAFE STAFF APPRECIATION DAY – Sept. 30 Schedule coverage of office for Support Staff UK CUSTOM ORDER STORE Site is Re-designed. Link: http://www.costore.com/UKPROMOS/welcome.asp

CEDIK UPDATES Melissa Bond - Promise Zone Coordinator, KY Highlands (Primarily Eastern KY)

STAFF INFORMATION

CONTINUED CEDIK UPDATES Melody Nall - Community Health Outreach (W.KY) Marissa Aull - Community Health Needs Assessment (Rural Hospitals) Youth Engagement in Leadership Program Marissa Aull and Melissa Bond D5 Locations: Russell & Taylor KY Ag Dev. Bd. – Evaluation of CAIP Program Developing Local Foods In-service training

STAFF INFORMATION

CLIENT PROTECTION STANDARDS Update files – Minimum of 1 Meeting @ year All Agents - be familar and engaged in process

COUNTY EXTENSION COUNCIL FALL MEETINGS Train New Members - Expectations Prepare Agendas/Minutes: Copies to D5 Office

CIVIL RIGHTS TRAINING – Coming for FNS & SNAP-Ed

CONTACT AGENT ASSIGNMENTS All Program Areas – If changing, notify D5 Office

STAFF INFORMATION

CO. COORDINATORS – ROLES & RESPONSIBILITY Link: http://ces.ca.uky.edu/cesdd/OfficeTools

CORRECTIVE ACTION – POLICY & PROCEDURE Supervising Agents – Must notify DD DISTRICT 5 FORUM – November 6, 2015

• Location: Taylor County Extension Office • Attendance: 1 Agent & 1 Vol. @ Prog. Area; SEC Delegates; Additional Agents • Committee: Quin Smith, Edith Lovett, ANR Rep,

SEC Del., Connie Conlee & Carol Hinton (‘14 Chair)

STAFF INFORMATION

DIVERSITY – Co. Engagement; Document Efforts

EPSILON SIGMA PHI National Mtg. – Oct. 6 – 9 • D5 Contacts: David Harrison & Tyrone Gentry • National Friend of Extension Award Congrats: KY Senator, Dennis Parrett

HIRING PROCESS UPDATE

• Thomas Keene, State Contact HOLIDAY STAFF & RETIREE GET-TOGETHER

• Date: Dec 9, 2015; Committee – 1 Agent @ Prog.

STAFF INFORMATION

INTERNS – Online Apps. Oct. 1 – Dec. 31

KSU UPDATE Interim Land-grant Director Marion Simon/Joann Bankston – CES Contacts

MENTORING State Contact: Mia Ferrell D5 Contacts: Christy Martin and Robbie Smith New Contact: Representative from FCS Upcoming: Revision of State Training

STAFF INFORMATION

Microsoft Office 365 2014-15 Initiation – Thanks to All! Folders for 2015-16 - In progress What Still comes to Connie hard-copy? Monthly Expense Reports Employee Education Forms UK Expense Vouchers (State Travel Funds) FMLA Paperwork

What do you send electronically? Dates for CEC and EDB Meetings to DD Office Staff Minutes – Week of Mtg.

STAFF INFORMATION

NEW AGENT ORIENTATION AND CORE TRAINING Orientation Revisions Pre-reading between hire and start dates Additional training though webinars Core Training Revisions Offered 3 times a year, 3 days at a time Must attend all within 18 months Corresponds to 6 categories of PA Open to all agents to gain knowledge in areas

STAFF INFORMATION

PERFORMANCE APPRAISALS, SUPPORT STAFF • 2014-15 Reporting Year

Support Staff Appraisal to DD by Oct. 1 *Do Not Discuss with Support Staff until Approved by DD *Do Not Have Support Staff to Sign until Approved by DD *When Approved: Be Prompt in Submitting Final Signed Forms

STAFF INFORMATION

PERFORMANCE APPRAISALS - AGENTS Transitioned to a 4 Point System *Scores of 1 will require a Performance Improvement Plan Electronic Reviews: District Directors Assistant Directors Karen Ramage and Dr. Henning Next Year’s Goal: All UK Online System Mid-Yr. Conferences will begin in November *Watch for Electronic Sign-up Soon

STAFF INFORMATION

PLAN OF WORK – New 4 Yr. Plan Begins July 2016 Discussion and PowerPoint Fall Council meetings Implementation of Strategic Initiatives

REPORT TO THE PEOPLE Template will remain the same as past year Due Dates: County – By Fall CEC Meetings State – Dec. 1 to Dr. Ken Jones STAFF MEETINGS – Hold 2nd Wed. of the Month

Attendance is expected

STAFF INFORMATION

NEP SUPERVISORS • Yr. End Deadlines/Evaluations • Oct 1 – 15: Review NEERS Score Performance Evaluations Send Electronically to NEP Office *DO NOT discuss with Assistants • Mid – November to mid-December Approval by DD and NEP Office Discussion follows with NEP Assistant

STAFF INFORMATION

STRATEGIC PLAN for CAFE Unveiled by Dean Cox at Round-Up St. Committee: David Kessler & Elijah Wilson

SUPPORT STAFF TRAINING – Spring 2015 Contact Group: FCS Agents Committee: Please Select Today Pending: Final details (date, location, etc.)

STAFF INFORMATION

SUCCESS STORIES Report Stories Quarterly Due Dates to enter in KERS: Oct. 15 (1), Jan. 15 (1); Apr 15 (1); July 15 (2) Success Story Template

SPECIALIST AND FACULTY FEEDBACK Survey to Evaluate Agents Rating on approximately 6 categories Feedback: constructive and praise for good work Goal: Use for coaching

STAFF INFORMATION

TAX-EXEMPT Check site 4 times a year: Oct, Jan, Apr, July 501c3 entities file on line tax forms

TRAVEL REQUESTS (Use Comment Box) Pre-paid Registrations & Airfare State Funds Professional Development

STAFF INFORMATION

TRAVEL: OUT OF STATE REQUESTS *With Clientele or other than Prof. Improvement

Please request 60 days prior Justification (Important to Co./Return Plan) Risk Management Plan UK Out-of-St. Travel Request (est. expenses) Travel Funding Guidelines Link: http://manual.ca.uky.edu/node/79

STAFF INFORMATION

TRAVEL: PROFESSIONAL DEVELOPMENT Limit to 2 out of state per year No more than 1 out-of-country every 3 years Pre-approval from DD required Non- Extension Trips: Must be Approved by DD and Dr. Henning

STAFF INFORMATION

USDA RESOURCE DAY Marion CES Office, Site Host - Oct. 30th NRCS Contact: Terry Loper, Area Director for Rural Development

Hardin CES Office – Site Host WEBSITES – GOALS FOR COUNTY SITES Become more “mobile friendly” Prepopulate with New Feeds Interactive with Clientele Class/Event Registrations Success Stores – NIFA Interest, workshops

STAFF INFORMATION

NEW CES PORTFOLIOS • Marketing Item for all KY Co. Extension Agents • Appreciation Extended to Dr. Henning

TOUR of ADAIR COUNTY EXTENSION OFFICE • 4-HYD – Tony Rose, Guide • FCS – Kelli Bonifer, Guide • ANR/Hort. – Nick Roy Guide *Teresa Bright, Adair Co. Support Staff, will also be available to answer questions.

STAFF INFORMATION

PROGRAMS GROUPS ANR & Hort. 4-HYD FCS

GROUP MEETINGS

COUNTY EXTENSION AGENTS June 5 Debbie Messenger (Cumberland FCS) June 11 Colby Guffey (Clinton ANR)

COUNTY SUPPORT STAFF

June 3 Sue Ellen Stull (Meade Support Staff) June 14 Sheilah Childers (Pulaski Support Staff) June 26 Cheryl Mattingly (Washington Support Staff)

JUNE “BELATED” BIRTHDAYS!

JULY “BELATED” BIRTHDAYS!

COUNTY EXTENSION AGENTS July 3 Cabrina Buckman (Washington FCS) July 5 Jennifer Bridge (Meade FCS) July 9 Nick Roy (Adair ANR) July 18 Audrey Myers (Green FCS)

COUNTY SUPPORT STAFF

July 3 Sue Foley (Russell Temp. Office Staff July 6 Lisa Stevens (Pulaski Receptionist) July 13 Mary White (Hardin NEP Assist) July 15 All ison Taylor (Pulaski NEP Assist) July 16 Gerald Gribbins (Taylor Custodian) July 25 Teresa Bright (Adair Support Staff) July 26 Sue Henning (Breckinridge Support Staff)

COUNTY EXTENSION AGENTS Aug 20 Robbie Smith (Nelson Horticulture) Aug 22 Christy Nuetzman (Clinton FCS) Misty Wilmoth (LaRue 4-HYD) Pam York (Russell FCS) Aug 26 Jody Paver (Wayne FCS) Aug 28 Rebecca Hil l (Marion 4-HYD)

COUNTY SUPPORT STAFF

Aug 7 Joyce Cardenas (Marion Support Staff) Cassie Munsey (Wayne FCS PA) Aug 10 Di Hayward (Cumberland 4-H PA) Aug 14 Beverly Tabor (Breckinridge Support Staff) Aug 15 Melody Mays (Marion Support Staff) Aug 16 Angela Freeman (Taylor NEP Assist) Aug 19 Beth Loving (Hardin 4-H Assist) Aug 22 Jordan Stapp (Taylor 4-H Assist)

AUGUST “BELATED” BIRTHDAYS!

COUNTY EXTENSION AGENTS Sept 1 Natalie Taul (Grayson FCS) Sept 18 Andy Mil ls (Meade ANR)

COUNTY SUPPORT STAFF

Sept 2 Robin Felix (Grayson NEP Assistant) Sept 8 Darice Russell (Washington Secretary) Sept 10 Wanda Miick (Russell ANR PA) Sept 15 Kisha Atwood (Casey Secretary) Carolyn Morris (Taylor Secretary) Sept 19 Joy McGinnis (Wayne Secretary) Sept 27 Carolyn Dorsey (Grayson Custodian) Sept 28 Stacy Smith (Clinton EFNEP)

SEPTEMBER BIRTHDAYS!