District 5 Staff Agenda

January 11, 2012Green County Extension Office

10:00 am EST

Greetings U.S. Representative, KY’s Second District Serves Extension District 5 Counties:

◦ Breckinridge, Grayson, Green, Hardin, LaRue, Marion, Meade, Nelson and Taylor

Official Website:◦ http://guthrie.house.gov/

Congressman Brett Guthrie

PERSONNEL UPDATES Retirement, Resignations, Vacancies, Health Updates,

Congratulations, etc.

PROGRAM HIGHLIGHTS for DISTRICT 5 HORT Dennis Morgeson ANR Ron Bowman 4-HYD Misty Wilmoth FCS Katie Alexander

SPECIAL RECOGNITION Refreshments – Marion and McCreary Host – Green County

Personnel & Programs

BUDGET UPDATE State Level Issues – Still a lot of uncertainty Federal Level – Flat Funding Training for District 5 Agents - February Staff

CALENDAR OF EVENTS – WEB PAGE BASED Add to County Website - Statewide Initiative Top Postings per Program! Kindra, Audrey, Nick & Robbie Example: Green County FCS - http://ces.ca.uky.edu/green/

CAREER LADDER Jan. 23rd Draft applications due to D5 Office Feb. 1st Forms due to Karen Ramage (D5 Office forwards) July 1st Promotions and Pay Adjustments Guidelines at http://ces.ca.uky.edu/cesdd/agent

o Check accuracy (Information up to Dec. 30th)o Attach In-Service Training Transcript

Information – Deadlines - Events

CEDIK (Community & Economic Initiative of KY)

• cedik website: www.ca.uky.edu/cedik• Extension Program Coordinator for cedik: Chuck Stamper • District 5 Email: CED Jan. Report and CED Topic List

CREATING OUR FUTURE• Next State Committee Meeting – Jan 23 (electronically)• Discussion: Method of Surveying Staff

COMMISSIONER OF AGRICULTURE James Comer – Knowledgeable/Supportive of CES Webpage: http://www.kyagr.com/commissioner/ Drew Graham – Transition Team Member in Frankfort

COUNTY PROGRAM REVIEWS 2012Adair, Taylor & Cumberland (Martha Thompson)

Meade & Breckinridge (Martha Nall) 2011Follow-up Reports: Wayne, Clinton and Russell Form: http://www.ca.uky.edu/psd/affirmative_action.php Due Date for Follow-up: March 15, 2012 or before

DISTRICT BOARD TIMELINE January (remaining days)

o Special District Reporting Form - to County Clerk within 60 days of the close of the fiscal year

o Discuss budget with CEC. Develop recommendations February 15th - County Offset Voucher for past year February 28th - Cooperative Extension Service Budget

Plan   Financial Forms: http://

ces.ca.uky.edu/manual/cedbg/financial

DIVERSITY Tri-State Diversity Conf., Cincinnati Airport Marriott Date: Feb. 16 – 17, 2012; Early Registration: January 23rd

Conference Planning Contact: Teran Ransom Conference Website: http://

ces.ca.uky.edu/tristatediversityconference/contact.html New: Diversity Champions Award

EPSILON SIGMA PHI Jan. 20 Early Deadline Jan. 27 Awards Deadline Mar. 21 Professional Development In-Service

Kelli Bonifer, Co-Chair Mar. 22 & 23 ESP Meeting, My Old KY Home State Park D5 Contacts: Greg Tompkins & Misty Wilmoth

“Extension Today” Contest: 1 Winner from LC & LT Member Eligibility – 3 years of service; Good Standing District Award of $500 to the highest membership

Information: http://ces.ca.uky.edu/epsilonsigmaphi/

EDUCATIONAL OPPORTUNITY/GUIDELINES

EEP FORMS http://www.uky.edu/HR/benefits/eep_dates.html

Completion of Masters – Notify Martha Thompson Degree Plan Form: http://ces.ca.uky.edu/cesdd/agent

EMERGENCY CLOSINGS GUIDE District Webpage: http://ces.ca.uky.edu/cesdd/OfficeTools Closing based local conditions, not UK campus weather “Rule of Thumb” – follow lead of the County Government

IMPACT STATEMENTS Reviewing Need on Various Levels Reporting is Critical – Telling our Story

INTERNSHIPS State Contact: Martha Thompson Positions will once again be limited Counties may fund Internships

IT UPDATES Security Documents emailed to District 5 Staff Additional Suggestions from UK Extension IT

o Delete emails over 12 Montho Don’t download coupons & games on office computers. Most contain

Malware & Viruses o iPhone and iPad Users may activate tracking device

Electronic Notification Program - cNotifyo Contact: Dr. Gary Palmero Lync Training – Jan. 24, 9:15 am ET

COA Security Recommendations – Under development

LEAVE CONCERNS Annual and Sick Leave - Report through CATPAWS as taken Working on Holidays?

o Notify the D5 Office; Request/Report in CATPAWSo Take alternate day within 6 weekso Upcoming Holiday: Martin Luther King Day - Jan. 16th

FML Paperwork – Critical/Timely

MID-YEAR CONFERENCES For All Agents over 1 Year of Service Agents (5 yrs. and under) – Complete Mid Year Form Agents (Requesting a Review) – Complete Mid Year Form Agents (Not Evaluated) – Discussion Only Sign-Up Today!

PLAN OF WORK State Contact: Dr. Ken Jones Counties should development with local leadership State Program Advisory Groups will meet February 27 POW Draft Due – May 1 (D5 Office) Final Copy Due – June 30 (D5 Office) Prioritizing District Issues – Focus also on County Level Instructions, Schedule & Guidelinehttp:/ /www.ca.uky.edu/psd/program_development.php

PERMANENT RECORDS All employee records that relate to hiring and performance

Secure location and locked Social Security Numbers - blacked out on all documents Time sheets - not considered permanent, but should be kept

for a while as verification of time worked

REPORTING POLICY Extension Manual – Section 5.1

o http://ces.ca.uky.edu/extensionmanual Corrective action - UK HR Policy/Procedures Number (#62)

o http://www.uky.edu/HR/policies/hrpp062.html

SECRETARY TRAINING UPDATE Planning Committee: 4-H YD Agents, Contact: Tony Rose Date: March 28-29, 2012 Location: Bowling Green, KY

STATE EXTENSION COUNCIL: FEB. 28 – Mar 1, 2

Location: Embassy Suites, Lexington KY District 5 Delegates:

o Group 1 (Hardin) Chuck Crutcher o Group 2 (Washington) Bob Osborne o Group 3 (Green) Mary Haweso Group 4 (Wayne) Nancy Eller o Alternate (Adair) Debbie Cowan

SNAP-ED REPORTING Report Monthly – All Agents Dr. Vail’s Monthly Updates - Accountability Hours – 100+ shows strength; 500+ for Assistant ANR Suggestions http://

www.ca.uky.edu/anr/agent_resources.htm

TAX EXEMPT January - Donor letters should be sent those

making contributions to clubs/council

Jan 2 Rick Greenwell (Washington ANR) Jan 3 Andrea Corbin (Green Secretary) Jan 9 Kelli Bonifer (Adair FCS) Jan 10 Ron Bowman (Nelson ANR) Jan 11 Judi Bates (Wayne Secretary) Jan 13 Donna Curl (Meade Secretary)

Lynnette Allen (Breckinridge 4-HYD)

JANUARY BIRTHDAYS!

Jan 24 Bonnie Jolly (Hardin CEA 4-HYD) Jan 25 Donna Ridener (McCreary SNAP-Ed

Assist) Jan 30 Carol Brumlow (Russell Co Secretary)

JANUARY BIRTHDAYS!

Agents Will Meet As Needed following the conclusion of District Staff after lunch

ANR/HORTICULTURE 4-H YOUTH DEVELOPMENT

FAMILY AND CONSUMER SCIENCES

PROGRAM GROUPS

Tour will begin after Lunch Tours will be coordinated by Program

Groups Guides:

4-HYD – Tyrone Gentry, Green CEA for 4-H YD ANR – Brian Newman, Green CEA for ANR FCS – Audrey Myers, Green CEA for FCS

GREEN COUNTY FACILITY TOUR

Youth and Client Protection and Risk Management Update

Content: New Standards, Existing Policies, Screening Protocol, Background Checks and Strategies to Manage Risk

Presenter: Ken Culp, III, Ph.D.Principal Specialist for Volunteerism & Volunteer Adm.Department of 4-H Youth Development212 Scovell HallUniversity of Kentucky

The Client Protection Handbook can be found on the web at:o Client Protection Handbook

CLIENT PROTECTION TRAINING