DISTRICT 5 MARCH

STAFF AGENDAWednesday, March 8th, 2017

Taylor Co. Extension Office

Refreshments & Registration – 9:45am

Staff Meeting – 10:00am

Your Assistance Is Always Appreciated!!!

Registration

Casey Co.

Morning Refreshments

Taylor & Washington Cos.

Location

Taylor Co.

District 5 VacanciesNelson FCS – Vacant since 6/1/15 { 1st }

Washington ANR – Vacant since 5/6/16 { 32nd }

Casey ANR – Vacant since 7/25/16 { 38th }

Nelson ANR – Vacant since 1/31/17 { 62nd }

Total State-Wide Vacancies = 66

4-H = 14 FCS = 30

ANR = 22 Stop-Gap = 38

*All positions are not currently posted.County’s position on the State Vacancy List is indicated above

District 5 Vacancies

*Vacancies Stop-Gap Filled in D5Meade 4-HYD {2nd}

Grayson ANR {7th}

LaRue ANR {21st}

Russell ANR {22nd}

Marion FCS {39th}

Vacancies Agent-At-

Large filled in D5Pulaski ANR {14th}

Stop-Gap Vacancies

Ending

Cumberland ANR

Green FCS

Personnel UpdatesPosition Postings• Pulaski Extension Staff Assistant

• Position posted 3/2/17. Closing 3/16/17.

• Wayne Extension Staff Assistant

• Posting closed. Interviews being conducted.

• Nelson FCS/ANR is now eligible for posting.

New Hire• Danielle Ford, Marion FCS – Started 2/20/17

• Tiffany Harper, Pulaski ANR Agent-At-Large – Starting 4/10/17

Welcome To The Family!Danielle Ford – Marion Co. FCS Agent•Education: •University of Kentucky – B.S. degree in Human Nutrition

•St. Catherine College – A.S. degree in Nursing•Chamberlain College of Nursing – B.S.

•Worked as a registered nurse for the past 7 years.

•Born and raised in Marion County on family farm.

•Mother of a sweet 4 year son, Jon Spencer.

CelebrationsTJ & Michelle Adkins

welcome

Sadie Grace

on 2/14/17

More Celebrations…•Congratulations to Tony Rose, Adair 4-HYD on receiving a KentuckyExtension Diversity Award from the State Extension Council for his Migrant Youth Career Readiness Program.

•McCreary’s Extension District Board approved levying a tax!

•Way to Marion Co. Extension Agents on promoting extension through yourlocal radio station!

15 YearsKelli Bonifer – Adair Co. FCS

20 YearsBonny Jolly - Hardin Co. 4-HYD

Tony Rose - Adair Co. ANR

30 YearsTheresa Howard - LaRue Co. FCS

In Our Thoughts…Sympathies to those that have recently lost loved ones and close friends:

• Deana Reed

• Christy Martin

• Toni Williams

• Colby Guffey

• Cherry Kay Smith

• Former County Extension Agent, Steve Ibershoff – Passed away 2/7/2017

• Former County Extension Agent, W. Gordon Bacon – Passed away 2/18/2017

Continued Well Wishes

Glen Roberts Wayne CEA ANR

Allison Taylor Pulaski EFNEP Assistant

And all others recovering from various illnesses.

Today’s Guests…•Sara Talbott – NEP Area Agent

•Todd Adkins, Risk Management Director

•Bart Miller, Assistant Director of Risk Management

•Chris Shotwell, Extension Director of Financial Operations

•Tony Moreno, KSU Director of Co. Operations

Program Highlights•4-HYD – Kindra Ewing Jones, Grayson Co.

•ANR – Ricky Arnett, Green Co.

•FCS – Dayna Parrett, Hardin Co.

•HORT – Amy Aldenderfer, Hardin Co.

IGNITE Sessions

“4-H Youth Heifer Chain”

Pat Hardesty, Taylor ANR

“Integrating Healthy Living & SNAP-Ed into Extension Programming”

Danielle Hagler, Nelson 4-HYD

“Let’s Try New Fruits & Vegetables”

Edith Lovett, Pulaski FCS

Credit Card TrainingAnna Smith Slide 1 Intro

Carol Hinton Slide 2 EDB’s and Credit Cards (responsibility and guidelines)

Tony Rose Slide 3 Cont. EDB’s and Credit Cards (Types of Cards, EIN’s and SS#’s)

Tyrone Gentry Slide 4 Cont. EDB’s and Credit Cards (Number of cards, Issuance)

Christy Nuetzman Slide 5 Tax Exemption and Credit Cards

Misty Wilmoth Slide 6 Office Credit Card

Beth Wilson Slide 7 Individual Credit Card

Pat Hardesty Slide 8 Credit Card Receipt Vouchers - Receipts

Debbie Messenger Slide 9 Cont. Credit Card Receipt Vouchers – Personal Purchases

Andy Mills Slide 10 Purchases for Multiple Accounts

Kindra Ewing Jones Slide 11 Co-Mingling of Purchases

Meagan Klee Slide 12 County Travel/Professional Improvement

Dennis Morgeson Slide 13 Fraudulent Activity

Doug Shepherd Slide 14 Fueling County Owned Vehicles – cards, accounting

Toni Humble Slide 15 Cont. Fueling County Owned Vehicles – Fuel Taxes, Mileage Logs

Rebecca Hill Slide 16 Agent/Assistant Vacancies

Robbie Smith Slide 17 CES Vol. Group Financial Guidelines

Greg Whitis Slide 18 Resources

Anna Smith Slide 19 Questions

Ag Communications Marketing Website•Updates on 10 new items. For more information visit the “cheat sheet” link below:• https://marketing.ca.uky.edu/sites/marketing.ca.uky.edu/files/cheatsheet2-2017.pdf• http://marketing.ca.uky.edu/

Agent-At-Large Update• Extended 18 month assignments up to 3 years in length

Audits• County Fiscal Coordinators please submit your last date of audit to the

District 5 office by 3/31/17.• The guidelines are listed in the Extension Manual – Operations &

Procedures link

Benefits Open Enrollment (UK Employees)• Available April 24th – May 12th

• http://www.uky.edu/hr/benefits

Career Ladder Progress Updates• Letters to be sent later this week from Dr. Young’s office.• Level 5 letters will be mailed later this month.

Civil Rights• Audit scheduled for June 11-19, 2017• Training• Online training must be completed by June 1st

• Individuals needing to complete the training have been notified by HR.

County Reviews – 6 month follow-up reports• Clinton Co. w/ Mia Farrell – Due 3/19/17

• Wayne Co. w/ Dr. Gary Palmer – Due 3/20/17

• Russell Co. w/ Thomas Keene – Due 4/3/17

Counties for Review in 2017 • Adair, Breckinridge, Cumberland, Meade & Taylor• Team assignments & review dates are pending

Core In-Services for Agents•May 2017 – Barren River State park•Open to All Agents• Sample sessions: Client Protection, Teaching Methods, Marketing Extension,

Working with Elected Officials, Facilitation Skills and Program Development

District 5 Facebook Page•Updates are being made to District 5’s Facebook page.

•Please notify Katie of any programs, services, or activities that you would like to be shared via Facebook.

•https://www.facebook.com/UKCESD5/

District 5 Forum•Date: Nov. 3, 2017

•4-HYD Chairperson

•Select committee members in program meeting groups today.

Epsilon Sigma Phi Updates • Annual Meeting March 21st 10:30am – 4:00pm• In-Service Registration March 22nd 9:30am-3:30pm• Both Meetings held at the Signature Club, Lexington.• District Contacts – Tyrone Gentry & Lynnette Allen• Upcoming National Conference North Carolina Oct 8-12, 2017• http://epsilonsigmaphi.ca.uky.edu/

Extension Winter Video•Updated to better represent all Program Areas

•Post to any web page or social media•https://www.facebook.com/UKCooperativeExtension/

Facilities Usage Agreement & Guide Template•Each county should have an agreement on file.

•Agreements should include key components found at the following link:

•https://ces-manuals.ca.uky.edu/content/office-operations

2017 CES Intern Hosts • Breckinridge

• Cumberland

• Grayson

• Hardin

• LaRue

• Meade

• Nelson

• Washington

J. Lester Miller Graduate Fellowship Scholarship•Endowment to support agents continuing their education in approved Masters or PhD programs

•Books, fees and other graduate school expenses considered.

•Application Deadline: May 1, 2017

Leave – TDL Conversion•The annual period to convert temporary disability leave (TDL) to vacation leave (VL) will open April 1

•Only days in excess of 66 TDL days may be converted, at a rate of one day of vacation leave for three days of TDL.

•View instructions on conversion in MyUK

•http://www.uky.edu/hr/hr-home/myuk-online-guide/myuk-ess-guide/convert-temporary-disability-leave

•TDL Conversion FAQs

•http://www.uky.edu/hr/policies/conversion-temporary-disability-leave

Leave – Annual Leave, Expiration & Shared Leave Pool•Make sure that all vacation time has been submitted in SAP for approval.

•After submission of all vacation time, review remaining hours that will expire 6/30/17.

• If you have more than 100 hours vacation time due to expire 6/30/17, work with District Director to coordinate leave requests.

•You may choose to donate unused vacation time to the Staff Shared Leave Pool• https://www.uky.edu/hr/employee-relations/shared-leave-pool/faqs-shared-leave-pool

• https://www.uky.edu/hr-apps/forms/shared-leave-pool-online-donation-form

Mentor Assignments• New Agents needing a Mentor:

• Amy Fugate, Kara Back, Jonathan Oakes, Meagan Lucas, Tiffany Harper & Danielle Ford

• D5 Mentor Assignment Committee – Robbie Smith, Jennifer Bridge & Christy Martin

• Mentor Assignments will be announced shortly.

• Current Mentors as of 1/24/17Amy Aldenderfer Hardin Hort

Jennifer Bridge Meade FCS

Alex Bryant Breckinridge 4-H

Cabrina Buckman Washington FCS

Marsha Hagler Nelson 4-H

Carol Hinton Breckinridge ANR

Toni Humble Wayne 4-H

Christy Martin Russell 4-H

Deborah Messenger Cumberland FCS

Christy Nuetzman Clinton FCS

Dayna Parrett Hardin FCS

Jody Paver Wayne FCS

Deana Reed Meade 4-H

Glen Roberts Wayne ANR

Nick Roy Adair ANR

Deborah Shepherd Casey FCS

Doug Shepherd Hardin ANR

Robert Smith Nelson Hort

Marla Stillwell Hardin 4-H

Natalie Taul Grayson FCS

Beth Wilson Pulaski Hort

Elijah Wilson Cumberland 4-H

Chelsea Anderson Cumberland ANR

Kim Whitson Laurel 4-H

Monthly Travel Expense Reports•Due in KERS by the 10th of the following month•Copies due to district office by the 17th of the following month

Out of State Travel Form Update•Designed specifically for Agent and Support Staff travel.• https://ces-manuals.ca.uky.edu/files/out_of_state_travel_request_form_feb_2017.pdf

Post-Retirement Updates• Increased to a maximum of 5 years•To be reviewed and/or renewed on an annual basis approved by CES Administration

Secretary Training Updates •Committee: Whitney Carman (Chair), Robbie Smith & Chelsey Anderson

•Wednesday, April 26th – Thursday, April 27th

•Meetings @ Nelson Cooperative Extension Office

•Hotel Accommodations at the Hampton Inn Bardstown – Group Code: STS

•Room reservations must be made by 3/26/17

•Steve Patton, Ag Comm – Photographer, will be set up at the Nelson Co. Extension Office on Thursday taking photos of support staff and any other staff that wish to have their photo updated on the Field Staff Directory.

Professional Development Update•Agent & Support Staff Travel Update

• http://ces-manuals.ca.uky.edu/content/50-operational-policies-and-

procedures#professional5

•Maximum of $3500 per year beginning 7/1/17 for Agents

•Funds can now be used top pay professional association dues

•Funds may not be carried over to another year.

TRIP Approval System •Quick Reference Guide Available

Unconscious Bias Training•Mandatory for all personnel to complete one 2 hour training session.

•May 9th, 11th & 12th @ Taylor Co. Extension Office

•Morning Sessions – 9:00am to 11:00am

•Afternoon Sessions – 1:00pm to 3:00pm

•Understanding Unconscious Bias Registration - District 5

Vacancies Policy Update•Handouts Available

Workplace Policies•Children in the Work Place

•Flexible Scheduling

•Lactation Guidelines

•Professional Attire

Dates to Remember• March 31 Budget Plan Rough Drafts – Due to DD

• April 1 Status of County Offices – Send to DD

• April 10 Co. Pymt to UK – 4th Quarter

• April 10 3rd Success Story Due online

• April 12 – 14 Chi Epsilon Sigma Meeting – Radisson Hotel, Cincinnati

Riverfront, Covington

• April 15 Budget Plans – Due to Fiscal Court; copy to DD

• April 30 Mid-Year Reviews for Bi-Weekly (needs basis) – Copy to DD

Dates to Remember• May 1 Space Inventory (counties adding space) – Send to DD

• May 1 Financial Report Form (Gifts, Grants & Contracts) -Send to DD

• May 1 POW “Rough Draft (annual update) – Send to DD for Review

• May 1 UFIR (Uniform Financial Report) - Send to DD & upload to

DLG Website

• May 10 D5 Staff Meeting (no meeting in April)

• May 15 Affirmative Action Plan “Rough Draft” – Send to DD for review.

• May (TBA) Program Support Budgets

• May (TBA) Salary Recommendation Forms for B-Weekly

• June 1 County Coordinator Lists – Send to DD

• July 10 4th and 5th Success Stories Due online

March BirthdaysSherry L Coffey 3/10

Tony Rose 3/11

Heather Pearson 3/12

Melinda Cross 3/18

Mary Lucas 3/24

Danny Adams 3/25

Mary McAdoo 3/26

Deana Reed 3/29

Dayna Parrett 3/31

Happy Thoughts! ☺

Don’t Forget to SPRING Forward

On Sunday, March 12th @ 2:00am

First Official Day of Spring

Monday, March 20th

March Madness continues

with the beginning of the

SEC Tournament! Keep up

with all the action @

http://www.secsports.com/b

racket/mens-basketball