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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)
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