district 5 staff agenda october 8, 2014 taylor county extension office 10:00 am edt
TRANSCRIPT
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DISTRICT 5 STAFF AGENDA OCTOBER 8, 2014
TAYLOR COUNTY EXTENSION OFFICE
10:00 AM EDT
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GUEST SPEAKERSEXTENSION SAFETY AND SECURITY
ALAN SAYLOR, CPTED Dignitary Protection Team/Supervisor & ROBERT PEARL, Police OfficerEmail/Phone: [email protected]; (859) 257-5108
Address: 305 Euclid Avenue, Lexington, KY 40506-0023 PROGRAM SUCCESS AND EVALUATION
PAM SIGLER, Extension Specialist in Program and Staff DevelopmentEmail/Phone: [email protected]; (859) 257-7193Address: 712 Garrigus Building, Lexington, Kentucky 40546-0215
INFORMATION SECURITY (Video Link) STEVE GARNER, Information Technology ManagerEmail/Phone: [email protected]; (859) 257-7727Address: 252 Charles E. Barnhart Building 40546-0276
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PERSONNEL UPDATESNEW HIRES Roy M. “Mike” Keltner, Russell County Custodian (9/14)
Russell Part-Time Temporary Support Staff (Apps Closed 10/7)
VACANCIES Russell ANR – 5th from top (Stop-Gap Position)
Hardin FCS – 14th from top (Vacant since 1/10/14)
Clinton 4-H – 27th from the top (Vacant since 7/31/14)
Statewide: 34 (FCS – 13; 4-H – 11; ANR – 10); 26 of 34 Stop-Gap
Nelson Snap-Ed (Locally Approval; Job Posting Pending)
STUDY LEAVE Elijah Wilson: Welcome Back! Returned on 10/3/14 (Ed.D at WKU) Rebecca Hill: Will Return to Work 12/15/14 (MA at WKU)
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PERSONNEL UPDATESPOST RETIREMENTS David Harrison, LaRue ANR (Process of Renewal to 1/6/16)
STATE LEVEL UPDATES Ag Extension Director Assistant (CES HR Leader) – Apps Closed 10/5
JAQ: All HR Resource Functions; Selection/Employment Process for Agents; Training; Policy Development; Salary Administration
Ag Extension HR Specialist - Deadline to Apply is 10/27
JAQ: Internships; Undergraduate Academic Program Support; Service Learning; Mentoring; Orientation; Core Training; Co. Reviews
TRANSITION Adair County Extension Office Renovations
Update: Tony Rose, Adair CEA for 4-HYD
Temporary Location: 42 Grant Lane, Columbia; Same Phone/PO Box
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PERSONNEL UPDATES ILLNESSES Jennifer Bridge– Returning from FMLA 10/13 (Surgery)
Amy Singleton – Returned from FMLA 10/8 (Maternity Leave)
Fran Hodges – Returned from FMLA 9/19 (Surgery)
Jack Ewing – Continued Recovery (Surgery/Treatment)
Linda Will – Continued Intermittent FMLA (Surgery/Treatment)
Chaquenta Smith – (Mom’s Surgery)
SPECIAL RECOGNITION FCS Agent Hosts and NAEFCS Award Winners!
David Kessler – Selected for CAFE Strategic Planning Committee!
Refreshments – Taylor (Host) and Washington Counties
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WELCOME: NEW ARRIVAL!
BIRTH ANNOUNCEMENTColby Guffey and wife,
Sarah are proud parents of their
2nd Daughter! Rylee Keeton Guffey
Born: September 29, 2014.
More News Coming in November…“Grams” (Connie Conlee) is awaiting the birth of her 2nd Grandson!
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INFORMATION, EVENTS & DEADLINES
PROGRAM HIGHLIGHTS FOR DISTRICT 5 – AGENT CONTACTS
HORTICULTURE Dennis Morgeson ANR Ricky Arnett
FCS Dayna Parrett 4-HYD Kindra Ewing Jones
BUDGET REMINDERS
Oct. 10 Second County Payments Due to CAFE Business Office; Copy to D5 Office
Nov. 1 Secure District Board Member Nominees
Jan. 30 Election of Board Officers
*Final Accounting has been sent. Please return verification sheets a.s.a.p.
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CDC GRANT (Centers for Disease Control and Prevention)Report: Christy Nuetzman, Clinton CEA for FCS$1.8 Million to Combat Obesity in KY – Clinton County selected to participateUKNOW News Release: http://uknow.uky.edu/content/uk-receives-18-million-combat-obesity
COUNTY EXTENSION COUNCIL FALL MEETINGSSubmit Meeting Dates to DD in AdvanceFall Meeting – Train New Members Submit Electronic Copies of Agendas/Minutes to DD/D5 Office
COUNTY COORDINATORS County Office Support Staff Coordinator
Secretary/Support Staff Supervision; Affirmative Action, Office Mgt.; Office Staff Conferences
County Fiscal CoordinatorFiscal Matters; Order Supplies; Petty Cash; Credit Card Mgt.; Penalty Mail; Equipment
InventoryCEC/Marketing Coordinator
CEC/SEC; Program Dev. and Reporting; Mass Media; Legislative; Student Recruitment/Ag Alumni
*Know responsibilities and be accountable. Office Communication is the “key”.
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EVALUATIONS FOR COUNTY EXTENSION AGENTS2013-14 PE Process is in Final Phases
2014-15 New Performance Evaluation System - D5 Pilot Agents4-H YD Meagan Klee, Casey Co; Carole Goodwin, Meade CoFCS Dayna Parrett , Nelson Co; Pam York, Russell
CoANR Ricky Arnett, Green Co and Doug Shepherd,
Hardin CoHORT Dennis Morgeson, Washington Co and Beth Wilson,
Pulaski Co*All Remaining Agents will complete PE’s through the online Qualtrix
System
Success Stories Due Quarterly (First Story is due Oct 15)Performance Visits Meetings in Nov./Dec. (All Agents; Focus on 6 Major Job
Responsibilities)Monthly Reports Due by 10th of following monthSubmit Material Submit All Agent Support Material Electronically to DD/D5 Office
2013–14 PERFORMANCE EVALUATIONS FOR SUPPORT STAFFStill in Progress – All Phases: Receiving, Approval and Returned Signatures *All Scores will be forwarded to Karen Ramage from the D5 Office
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2013-14 NEP “NEW” EVALUATIONS – DEADLINE OCTOBER 15Instructions: 10/2 Emails from Debra Cotterill and Leslie McCammish to all NEP Supervising
AgentsNEERS Year-end checklist, original signed NEP Paraprofessional Objectives/Goals worksheet
*Scanned and e-mailed, faxed or mailed to Mary SantanaNEERS Quarterly Checklist: http://www2.ca.uky.edu/hes/internal/NEPReports.php Year-end NEP Paraprofessional Objectives/Goals: http://www2.ca.uky.edu/hes/internal/NEPReports.php
DISTRICT 5 FORUM – NOVEMBER 7, 2014, TAYLOR COUNTY EXTENSION OFFICEChair: Carol Hinton; Members: TJ Adkins, Debbie Messenger, Dayna Parrett, Connie Conlee, SEC
Dels.Administrative Guest: Dr. Jimmy HenningAttendance: 1 Agent & 1 Vol. @ Prog. Area; SEC Delegates; All Agents
welcomed Agent Registration: $15.00; Due Oct. 31, checks payable to Taylor Co. Ext. Service
EPSILON SIGMA PHI D5 Contacts: Tyrone Gentry & Jack Ewing (While on FMLA an Alternate from LT FCS is needed)State Chairs: Edith Lovett (Marketing); Lynnette Allen (Resource Dev.) Early bird Dues by 12/12/14 (Drawing for a Paid Mtg. Reg.); Final Dues Date: 1/09/15Annual Meeting: 3/18/15; In-Service: 3/19/15; Location: TBALink: http://epsilonsigmaphi.ca.uky.edu/
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FIELD STAFF DIRECTORYNeeded: Photos for Support Staff (Submit to D5 Office)Link to Directory: http://directory.ca.uky.edu/
HOLIDAY STAFF & RETIREE GET-TOGETHERUpdate: Chair - Debbie Shepherd; Members - Toni Humble and Amy AldenderferEvent Details: Dec 18th beginning at 10:00 EST - Taylor Co. Extension OfficeAttendants: All D5 Staff Members (Counties responsible for Closing or Securing Coverage
for Office)Retirees: Each County is asked to extend an invitation to former
Employees
INFORMATION SECURITY (Video Link) Steve Garner’s Presentation: http://video.ca.uky.edu/videos/video/1135/
KENTUCKY BEEF CHECK-OFF – NOV. 20TH AT COUNTY EXTENSION OFFICESCEA for ANR will serve as site contact (or designated replacement)Support Materials: 2 Mailings; Website; Lync Session Oct. 22Designate an Area for Voting; Allow everyone to vote KY Cattleman’s Contact: Becky Thompson, Dir. Of KY Beef Network; [email protected]: http://www.kybeefcheckoff.com/
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INSURANCE - COUNTY INFORMATION DUE NOVEMBER 12Types of Insurance CoverageAmounts of Coverage and DeductiblesCarrier and PremiumDo you take out extra coverage for event? If so, what type/company?
INTERNS FOR EXTENSIONApplications accepted beginning Oct. 12015 Monthly salary - $1800 per month ($100 increase)Interviews: Schedule to be held during January, 2014Counties will once again be allowed to fund positions
MASTER’S DEGREESSeek approval from DD & Assistant DirectorCareer Ladder requires “Approved Field” and Study PlanEEP Forms:
Adhere to UK Deadlines - Submit forms to the D5 Office first (D5 Office forwards to HR)UK Calendar Website: http://
www.uky.edu/hr/benefits/more-great-benefits/employee-family-education-program
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MENTORINGD5 Contacts: Christy Martin and Robbie Smith (need FCS Rep)New Contact: Select a Representative from FCS today
POLICY ON DEADLY WEAPONSUK Policy and Regulations and KRS Statutes (Date effective: 6/19/12 – Supersedes Version
6/12/07) University of KY employees must adhere to GuidelinesLink: http://www.uky.edu/regs/files/ar/ar6-6.pdf
REPORT TO THE PEOPLE – DUE TO D5 OFFICE BY NOV. 21Template Link: http://www.ca.uky.edu/psd/reports_reporting.phpElectronic Copies due to PSD by December 1st Place on county websites and distribute copies
SNAP-ED40% Vacancy rate; 20 position to fill Initial Approval: County Level (Co-Workers, CEC and District Board Support)Discussion: Reimbursement submissions from Counties to State
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SOCIAL MEDIA – UK and COLLEGE MARKETING SOURCES150 Year logo for UK (letterhead, business cards, stationary)Logos, Templates, Monthly Email Updates; Link: http://www2.ca.uky.edu/agcomm/index.asp
STATE EXTENSION COUNCIL – Jan 27 – 28, 2015, LEXINGTONNomination of State Delegate: Meade County - Nomination Due Dec. 1 to D5 OfficeD5 Rotational Chart (3 Year Terms, 2 Year Consecutive Terms, * Denotes D5’s Member At Large)
Group 1: Breckinridge Co Group 2:LaRue Co – Robert Enlow, Jr. (1st Term Ends 12/16)
Grayson CoMarion Co
Hardin Co – Chuck Crutcher (2nd Term Ends 12/14) Nelson Co Meade Co
Washington Co
Group 3: Adair Co Group 4:Casey Co – *John Gossage (1st Term Ends 12/16)
Cumberland Co Clinton Co
Green Co – Ada Mae Handy (1st Term Ends 12/14) McCreary Co – Pam Gipson (1st Term Ends 12/15)
Russell CoPulaski Co
Taylor CoWayne Co
SURVEY PARTICIPATION
Requires Approval by Dr. Henning’s Office
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ADDITIONAL REMINDERSMonth of October 2014
10/16 Retirement Planning Workshop at the Fayette County Office 10/13 Specialist Feedback Survey will be closed for summarization 10/31 Deadline for Quarterly Check of Online Status of Tax Exempt Entities
Month of December 2014 12/15 Entry Deadline for Randall Barnett CEC Award
Application Link: http://districts.ca.uky.edu/advisorycouncil (2 Entries Per District)
Pending Dates: Civil Rights Modules: Mandatory to complete within 3 months Support Staff Training: Spring, 2015 (4-HYD Agents Contact)
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ADDITIONAL REMINDERSThroughout Year:
Accident Reports Required for Serious Situations/Problems Attendance Rosters Complete and File Client Protection Update files and all Agents should be familiar with standards County Reviews Submit 6-Month Follow-up Reports Open Record Request Respond in 3 days and notify D5 Office immediately Post Retirees Apply months before due date if wishing to extend Appointment D5 Staff Meetings Hold 2nd Wednesdays; Attendance Expected Travel on State Funds Notify D5 Office before travel; Know guidelines before spending
funds
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OCTOBER STAFF BIRTHDAYS!COUNTY EXTENSION AGENTS
Oct 1 Quen Smith (Pulaski CEA for 4-H Youth Development)
Oct 24 Doug Shepherd (Hardin CEA for ANR)
Oct 25 Greg Whitis (McCreary CEA for ANR)
Oct 27 Toni Humble (Wayne CEA for 4-H Youth Development)
Oct 29 Amanda Sublett (Taylor CEA for 4-H Youth Development)
COUNTY SUPPORT STAFF
Oct 16 Felicia McElroy (Marion Custodian)
Oct 3 Karen Henson (Cumberland 4-H Program Assistant)
Oct 20 Laura Peek (Washington EFNEP Program Assistant)
Oct 26 Patricia Holbert (LaRue EFNEP Assistant)
Oct 29 Kathy Ballard (Nelson Support Staff)
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PROGRAM GROUP MEETINGSANR and Horticulture
Family and Consumer Science
*Anna will not be meeting with Program Groups this month
Training for County Extension Agents for 4-H Youth Development“PROGRAM SUCCESS AND EVALUATION”
Presenter: PAM SIGLERExtension Specialist in Program and Staff Development
*Training will be held in the Large Meeting Room