District 5 Staff Agenda

May 13, 2015

Taylor County Extension Office

10:00 am EST

GUEST SPEAKERS 2015-16 EMPLOYEE BENEFITS – OPEN ENROLLMENT

Michael L Pelfrey

Financial Advisor - Benefits

115 Scovell Hall 40506 Lexington, KY

NUTRITION EDUCATION PROGRAM UPDATE

Sara Talbott

Area Extension Agent for NEP

Primary Assignment: District 5,

Partial Assignments in D2/D4

Email: sara.talbott@uky.edu

Office: 102 Erikson Hall 40506 Lexington, KY

Phone: (859) 257-2948

D5 AGENT RETIREMENT Greg Tompkins, FERS Retirement Cumberland CEA for ANR 30 Yrs. Total Service – Last Day: May 29, 2015 Career Highlights:

• 1985 – 1991: Assist. Agent in TN • March 1, 1991: Cumberland CEA for ANR • 4th ANR Agent in Cumberland Co (2nd longest service)

*Ellis Bishop Ag Agent for 32 yrs., 8 mos. • Prior Work: Southern States Mgr.

Birthplace: Pickett County, TN Education: B.S. Agri. Business Economics, TN Tech - 1976

M.S. Ag Science, WKU - 1996 Comments: Glen Roberts, Pat Hardesty, Debbie Messenger &

Elijah Wilson

D5 AGENT RETIREMENT Carol Goodwin, UK Retirement Meade CEA for 4-HYD 26 Years Service – Last Day: June 5, 2015

Career Highlights: • March 12, 1989 – Meade Co. Support Staff • January 8, 1990 – Meade CEA for 4-HYD • 6th 4-H Agent in Meade Co (longest service) • Prior Work: Baptist East Hosp. Personnel & Self-employed

Birthplace: Jefferson County Education: B.S. Business Adm., U of L – 1988

MS in Career & Technical Ed, UK - 2006 Comments: Roberta Hunt and Misty Wilmoth

D5 AGENT RETIREMENT Jack Ewing, Federal Retirement Grayson CEA for ANR 44 Yrs. Service – Retirement Date: Jan. 31, ’14 Post Retirement: Feb. 6, 2014 – July 31, ’15

Career Highlights:

• August 23, 1971 – Grayson CEA for ANR

• 4th ANR Agent in Grayson County (longest term)

• Prior Work: International Harvester; Service: Army

Birthplace: Green County

Education: B.S. Agronomy, UK – 1963 (Post Grad – 1993)

M.S. Animal Science, WKU – 1989

Comments: Carol Hinton, Ron Bowman, Natalie Taul, Kindra Ewing, Rick Greenwell & David Harrison

D5 May “Work Anniversaries” Luke Fries Nelson CEA for 4-HYD 1 Year Anniversary – May 1, 2015 • Career Highlights:

• September 9, 2013 – FCS Agent at Large, Breathitt Co • May 1, 2015 - 2nd 4-HYD Agent position, Nelson Co • Prior Work: 27 months Peace Corp teaching in Thailand;

Student Teacher Fayetteville HS, Daycare – Site Supervisor, Pre-school Lead Teacher for 3 – 5 year olds; Job Mentor with HS Seniors

• Birthplace: Rogers, Arkansas • Education: B.S. FCS Education, Univ. of Arkansas 2010

D5 WORK ANNIVERSARIES Anniversary Date - Service

Employee Years of CES Service

Titles

4/4/2015 Quin Smith 2 Years Pulaski CEA for 4-HYD (4/4/13)

5/5/2015 Elijah Wilson 9 Years LC Camp Mgr. (3/2006) Cumberland CEA for 4-HYD (8/6/2006)

5/7/2015 Tyrone Gentry 20 Years Taylor CEA for 4-HYD (10/1/1995) Green CEA for 4-HYD (11/9/1998)

5/15/2015 Alex Bryant 2 Years Breckinridge CEA for 4-HYD

5/22/2015 Marla Stillwell 9 Years CES Intern, Calloway – Summer 2005 Hardin CEA for 4-H YD – 5/22/2006

5/31/2015 Connie Conlee 10 Years D5 Adm. Support Associate

Congratulations are extended to these outstanding D5 Staff Members!

SUPPORT STAFF AWARDS FOR SERVICE

YRS OF SERVICE LAST NAME FIRST NAME

SERVICE DATE TITLE

15 Henning Sue 8/2/1999 Breckinridge Co Extension Assist.

15 Martin Susan 11/8/1999 Grayson Co Extension Assist.

15 Russell Darice 8/16/1999 Washington Co Extension Assist.

20 Vincent Jessica C 8/22/1994 Hardin Co Extension Assist.

25 Bright Teresa H 6/1/1989 Adair Co Extension Assist.

25 Mattingly Cheryl E 9/5/1989 Washington Co Extension Assist.

25 McAdoo Mary L 3/20/1989 Pulaski Co Extension Assist.

These District 5 Employees will be recognized at the Support Staff Training, Friday, May 15th in Louisville. Please congratulate each on their service as they return to the County Offices.

PERSONNEL UPDATES NEW HIRES

• McCreary 4H Assist. – Andrea Jones (4/06/15)

o Supervisor: Amy Singleton, CEA for FCS/4-H

POST RETIREMENT – 80% RENEWAL

• Rick Greenwell, Washington Co (5/6/15 – 5/5/16)

STUDY LEAVE COMPLETION

• Jennifer Bridge – MS Adult Ed at WKU (5/1/15)

TRANSFERS

• Hardin FCS – Dayna Parrett, Nelson FCS (6/1/15)

o Date Vacant: 1/10/2014; Stop-gap funded

• Taylor FCS – Audrey Myers, Green FCS (6/1/15)

o Date Vacant: 2/1/2015; Stop-gap funded

Cont. PERSONNEL UPDATES VACANCIES

• Grayson ANR – Final Candidate Interviews (5/18/15)

• Clinton 4-H – Not Posted, Status: 15th of 35 (7/31/14) o District Board has approved Stop Gap

• Nelson FCS - Not Posted, Status: 34th of 35 (6/1/15)

• Green FCS - Not Posted, Status: 33rd of 35 (6/1/15) o District Board has approved Stop Gap

• Pending on Retirement: Cumberland ANR (5/30/15)

Meade 4-HYD (6/6/15)

HEALTH UPDATES

• Sherri Coffey (Russell Co) Surgery

• Jack Ewing and Linda Will (Continued Recuperation)

STATE PERSONNEL UPDATE STATE LENGTH OF VACANCIES

• 35 Agents (4-H - 7; FCS - 16; ANR -12)

• 31 Counties are Stop-Gap Funded

NEW POSITIONS

• Sara Talbott– Regional Agent for Nutrition Ed. (4/20/15)

o Former Fayette CEA for FCS

• Melissa Bond – Extension Associate for CEDIK (3/23/15)

o Transferred from Whitley CEA for Fine Arts

• Mia Farrell – Extension HR Specialist (6/1/15)

o Transferring from Christian CEA 4-HYD

• New DEITC Supervisor – Rick Hayes (replaced Rich Phelps)

• Pam Holbrook - Support Staff for Ken Jones

WEDDING ANNOUNCEMENT

Elijah Wilson and future bride, Savannah June 20, 2015

WELCOME NEW ARRIVALS

Birth Announcement David & Renee Harrison’s Granddaughter

Arwen Elizabeth Sturgeon Born April 8, 2015

Birth Announcement Linda & Woodrow Will’s Grandson

Woodrow Brody Will Born March 26, 2015

STAY TUNED: Rebecca Hill and husband’s 2nd Child, a baby boy is due May 29th

PROGRAM HIGHLIGHTS for DISTRICT 5 • Dennis Morgeson, Horticulture • Kindra Ewing Jones, 4-HYD • Dayna Parrett, FCS • Ricky Arnett, ANR

SPECIAL RECOGNITION

• Awards and Leadership Positions o Epsilon Sigma Phi – David Harrison o KAE4-HA – Meagan Klee & Danielle Hutchins o KEHA – Dayna Parrett o Chi Epsilon Sigma – Connie Conlee o Charles E. Barnhart Award – Alex Bryant o WKU Outstanding Graduate Student Award for

Adult Education, Jennifer Bridge – Anna Smith

• Refreshments and Host o Grayson, Green and Taylor Counties

Deadlines/Events Information ALUMNI and UK/CAFE EMPLOYEE MEETINGS

• Alumni

o Lincoln Trail Alumni – David Harrison

o Lake Cumberland Alumni – Edith Lovett

• UK Staff Appreciation

o Thursday, May 21, 11 a.m. to 2 p.m.

o Pieratt Field and the Hilary J. Boone Tennis Center, located at 454 Complex Drive

• CAFE Staff Recognition

o Watch for “call for nominations” for Support Staff

o Deadline in July; Awards Ceremony Oct. 30th

BUDGET UPDATE and OUTLOOK • Reminders:

o Next Quarterly payment due July 10 o File Audits copies with the D5 Office o Revised MOA’s to Business Office to change billing

Stop-gap requires immediate MOA revision

• FY16 Agent Salary Categories

o Non-Rated, Hired after Jan. 31, ‘15 = 0 o Non-Rated, Hired Jan. 1, ‘15 – Jan. 31, ‘15 - $750 o Non-Rated, Hired July 1, ‘13 – Dec. 31, ‘14 - $1300 o Agents with merit rating of 1 = 0 o Agents with merit rating of 2 = 0 o Agents with merit rating of 3 = $1300 o Agents with merit rating of 4 = $1675 o Agents with merit rating of 5 = $2000

CONT. BUDGET UPDATE and OUTLOOK • Agent Starting Salaries:

o Bachelors Starting Salary, no experience: $35,000

o Masters Starting Salary, no experience: $39,000

• Support Staff – Maximum anticipated is 3.5% o Exception: Requests up to 7% of county pool with

documentation and reasonable justification. No guaranteed approval.

• Salary increases entered in DLG may be reconciled at end of year

• Percentage increase should be based on performance. Review evaluations from the year.

• Approval is based on the final decision made at the University level through Provost

BUDGET: FISCAL AFFAIRS FOR DISTRICT BOARDS

• May 1 -Uniform Financial Information Report for FY 2013-14 ending June 30, 2014

• June 30 - Amendments to 2014-15 Budgets. Required for any new monies received & spent that had not been accounted for during budget 2014-15

• July 15 - Complete registration and Board reporting. Use form SPGE 100 Online and electronic. EDB’s are non-enterprising entities with taxing authority except for the few counties who have EDB’s and no tax. They would be non-enterprising entities with no taxing authority. Extension Boards were established under KRS 164.640.

BUDGET: FISCAL AFFAIRS FOR DISTRICT BOARDS

• July 15 - Pay registration fee, on line, bank draft or

credit card

• July 15 – Submit budget. Form SPGE 101 column 1,

online

• Sept. 1 – Year End Actuals. Use form SPGE 101

column 3. Post electronically, online reporting system

• Sept. 1 – Financial Statement Publication. EDB’S Keep

Financial Statements in Extension Office (DON’T SEND

TO DLG). Financial statement is to be prepared by

local CPA or EDB Treasurer. Publish location where

financial statement, budget & audit may be examined

CREDIT CARD USAGE

• LexisNexis

o Approved for Extension as a unit of government

o Used by 98 Co. clerks, 120 circuit clerks, etc.

o Consumer pays service fee $2.50

• Advantages

o They provides everything . Service is free to CES

o They only deal with government entities

o CES Offices do not store anything on computers

o Money is guaranteed; no waiting period

o Satisfaction guaranteed

o Money can be routed into different accounts.

o County will get a record at the end of the day.

o Receipts provided for office and customer

CREDIT CARD ACCEPTANCE LINKS:

• Guidelines – District Website Office Tools o http://districts.ca.uky.edu/sites/districts.ca.uky.edu/files/d3/Credit_Card_A

cceptance.pdf

• PCI-DSS Compliant

oCredit Card Processors must be Payment Card Industry Data Security Systems Compliant

o https://www.pcisecuritystandards.org/merchants/how_to_be_compliant.php

• VitalChek (LexisNexis) – Designed specifically for government offices

o http://www.vitalchek.com/content/whatwedo.aspx#

• Additional Solutions

o UK does not allow use of credit card processing solutions via cell phones, tablets (i.e. Square)

o Mobile Device that can be considered • http://www.verifone.com/products/hardware/portable/vx-680

COUNTY COORDINATOR LIST – 2015-2016 • Due June 1 (Rotation as Appropriate) • Link: http://ces.ca.uky.edu/cesdd/OfficeTools

DISTRICT 5 FORUM – Fall 2015 • D5 Agent Contact: 4-HYD • Determine Chair and Committee Members today • Returning Advisor: Carol Hinton, Past Chair

EMERGENCY CONTACT INFORMTION • Handout – Ag Communications

I-9 SIGNERS • Each County needs 1 approved employee • 1.5 hour training required (list checked) • Staff Assistants qualify as signers • July 1: If coordinator rotates, contact D5 Office

INTERNSHIPS – SUMMER 2015

• District 5 Intern Assignments Complete

• Interns should experience work in all Programs Areas

• Contact District Director for scheduled visit

Sydney Hobbs Meade All Jennifer Bridge Karli Jessie Adair FCS Kelli Bonifer

Meagan Lucas Marion All Rebecca Hill

Lydia Richardson Breckinridge All Carol Hinton Melissa Schenck Hardin 4H Marla Stillwell

LEAVE • “Old” Annual Leave expires 6/30/15

oEnter in system by 6/10/15 oOne year can “roll over”

• Shared Leave Pool o May be donated between May 1 – Sept 30 o Employees may donate as little as ½ day o If not using “old leave” by June 30th, donate

• Travel Leave Requests: Include explanation of travel

YEAR-END REPORTS DUE JULY 15 – All Agents • Statistics, Meeting/Activities, Expenses, Leave • Success Stories – 5 per Agent • SNAP-ED (Report all hours during year) • Priority Indicators & Featured Programs

PERFORMANCE APPRAISALS • Mandatory: All Agents employed over 1 year

• Non-Rated: Agents hired between 7/1/14 – 6/30/15

• Pilot Group will complete the UK Online version

o 4-H YD Meagan Klee and Bonnie Jolly o FCS Dayna Parrett and Pam York o ANR Ricky Arnett and Doug Shepherd, o HORT Dennis Morgeson Beth Wilson

• Remaining Agents will complete through Qualtrics

o Agents do not need a Qualtrics account

• Link to portal to be sent to agents around 6/1/15

o Information due 8/1/15 o Once entered, cannot add or make corrections

PERFORMANCE APPRAISAL RESOURCES • Agent Rubric

o http://districts.ca.uky.edu/sites/districts.ca.uky.edu/files/Agent_Rubric_2015.docx

• Expectations for UK CEA’s o http://districts.ca.uky.edu/files/expectation_for_the_agent_3.doc

• Evidence of Competencies and Skills o http://districts.ca.uky.edu/files/compentency_evidence12.doc

• Performance Appraisal Document in Word o Word document will allow pre-planning and cutting

and pasting information into the document o http://districts.ca.uky.edu/sites/districts.ca.uky.edu/files/d3/2014-

2015_Agent_Overview_Prep_Document.docx

• Major Job Responsibilities (MJR’s) and Weights o Advisory Councils = 15% o Leadership = 10% o Educational Programming = 35% o Accountability / Public Relations = 15% o Facilitation/Collaboration/Teamwork = 15% o Customer Service = 10%

STAFF MEETING/AGENTS' FALL PICNIC • Committee: 1 Agent from each Program Group • Determine today in Program Groups

o Whether or not to have an Outdoor Fall Staff o If so, Committee Representative

STATE ADVISORY TASK FORCE • Snowcard Activity • State Advisory Members

o Nick Roy, Adair CEA for ANR o Martha Welch, St. Sr. Extension Specialist, 4-HYD

STATE EXTENSION COUNCIL • Summer Meeting – 8/12/15 (1 day only) • Location: Embassy Suites, Lexington

SUPPORT STAFF TRAINING • 2014/15 Contact Group: 4-HYD Agents

o Date: Thursday, May 14 and 15 o Location: Galt House, Louisville KY

• 2015/16 Contact Group: FCS Agents o Discussion for Program Groups o Remain by Program Areas or Combination o Committee/Contact Agent o Date: Fall ‘15 or Spring ‘16

TRAVEL FUNDING GUIDELINES • New Document

• http://districts.ca.uky.edu/sites/districts.ca.uky.edu/files/d3/Travel_Funding_guidelines_final_5-12-15.docx

• Reviewing number of out of state and country trips • Need to strengthen communication • State and National Assoc. Mtgs. are encouraged

FRIENDLY REMINDERS

ADA ASSESSMENT and COMPLIANCE PLAN • Due: June 30 to attach to Affirmative Action Plan

Link: http://www.ca.uky.edu/psd/affirmative_action.php

AFFIRMATIVE ACTION PLAN and REPORT • PLAN - Due: June 30 (KERS Online - FY 15/16) • REPORT - Due: June 30 (KERS Online - FY 14/15) • Link: http://www.ca.uky.edu/psd/affirmative_action.php

CLIENT PROTECTION STANDARDS – Update Files • Future Training in D5 by Dr. Ken Culp – TBA • State In-service – June 10, 2015, Carroll County • All Agents are Required to Attend a Training

Cont. FRIENDLY REMINDERS

FIELD STAFF DIRECTORY

• Contact Connie to add or change

• County Support Staff/PA’s Needed

STATE FAIR ASSIGNMENTS

• List Posted to D5 Website

• Need to change assignment? You must find replacement and contact DD & Kim Adams-Ledger

SEASONAL HOURS FOR UK STAFF

• Field Programs Does not support approval of reduced seasonal hours

Cont. FRIENDLY REMINDERS TAX-EXEMPT STATUS

• Check 4 times a year: Jan, Apr, July and Oct

POW – Due in KERS by June 30

• Updating current plan (going into 4th Year 7/1/15)

• PROGRAM CONTACTS FOR 2015-16

• 2014/15: Ricky Arnett, Kindra Ewing, Dayna Parrett and Dennis Morgeson

• Select 2015/16 today, update D5 Office

• Contact begins 8/1/2015

May 25, 2015 MEMORIAL DAY

• Next “official” UK Holiday • Request thru SAP prior to date • If working, take Alternate Date within 6

weeks of May 25TH

Memorial Day is more than a 3 day week-end Holiday, it is a day of remembrance for those who have died in service of the USA. It is my hope you will take time to pay tribute to the many brave men and women who have given their lives to defend of our great country.

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 18 Luke Fries, Nelson CEA for 4-HYD

• April 22 Marcy Ward, LaRue County Support Staff

• April 28 Sue Ann McCandless, LaRue Support Staff

MAY BIRTHDAYS! • May 2 Regina Markins, Meade County Support Staff

• May 6 Jack Ewing, Grayson CEA for ANR

Ben Dustin, D5 DEITC

• 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

Amanda Curry, Taylor 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

UK BENEFITS SESSION

1:00 PM

PROGRAM GROUPS WILL FOLLOW SESSION ANR/HORTICULTURE

4-H YOUTH DEVELOPMENT

FAMILY AND CONSUMER SCIENCES

NO “FULL” STAFF MEETINGS in June, July or August, 2015

Please put D5 Staff Dates (2nd Wed) in calendars for 2015-16 Year