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

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: krjone3@email.uky.edu

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

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

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

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

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

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

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!

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

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

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)

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)

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

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

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

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

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.)

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

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

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

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

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

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

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

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

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!!

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)