District 5 Staff Agenda May 8, 2013 Taylor County Extension Office 10:00 am EST *Please remember to sign the District Staff Attendance Sheet

Personnel & Programs PERSONNEL UPDATES – DISTRICT 5

• New Hires - Agents oClinton ANR – Colby Guffey (March 1) oPulaski 4-HYD – Chaquenta Smith (Apr 4) oBreckinridge 4-HYD – Alex Bryant (May 15) oGreen ANR – Ricky Arnett (June 1)

• Resignations – Support Staff oGail Hammons, Breckinridge County

• Vacancies – 36 Agent Positions Statewide oWashington FCS (3/31/12)

CONTINUED: PERSONNEL UPDATES – D5 • Stop-Gap - Position on Vacancy List

o Marion FCS (6th) o Green ANR (18th) o Breckinridge 4HYD (20th)

• Sympathy – Family Members in March/April

o Glen Roberts, Juanita Herron, Mary McAdoo, Meagan Klee, Audrey Myers, Christy Martin and Roberta Hunt

• Births – Children and Grandchildren April/May:

o Charli DeLaughter – Blake Alexander o Joy McGinnis - Granddaughter, Hadley Grace o Colby Guffey – Daughter, Reagan Beth o Judi Bates – Granddaughter, Paisley Michelle

STATE LEVEL PERSONNEL CHANGES • New UK Provost – Dr. Christine Riordan • New CAFE Dean - Search in progress • Director of Business Adm. – Tim West (Mar 11) • Director of Disaster Mgt. – Andrea Higdon (July 1) • Sr. Extension Associate for ANR – Ricky Yeargan • Retirement: Dr. Laura Stephenson, FCS Assist. Dir. New

Appointment: UT Assist Dean/Professor of FCS • Agriculture Extension Director Assistant for FCS-Apps

open thru May 26

GUEST SPEAKER - MONICA WILLETT • Info. Technology Trainer for Cooperative Extension • Agricultural Communications Services • Phone: (859) 257-7219 Fax: (859) 323-1051 • Email: monica.willett@uky.edu

PROGRAM HIGHLIGHTS for DISTRICT 5 • Robbie Smith, Horticulture • Elijah Wilson, 4-HYD • Christy Nuetzman, FCS • Ron Bowman, ANR

SPECIAL RECOGNITION

• ESP Report to People Winners: o Lincoln Trail – Breckinridge County o Lake Cumberland – Wayne County

• ESP 25 Year Service Award – Becky Nash • ESP Program Achievement Team - Multi-Co Award

oPam York and Kelli Bonifer

CONT. RECOGNITION - KAE4-HA • Tyrone Gentry – DSA & KAE4-HA Treasurer • Danielle Hutchins – Achievement in Service

Periodical Pub Team (with Kathy Ballard) • Carole Goodwin – D5 John Swack Memorial Promo Piece Team (Misty Wilmoth, Cathy Weaver, Catherine Webster Martha Arterburn) • Rebecca Hill – Tommy Bunch New Agent • Toni Humble – Denise Miller 4-H Innovator • Misty Wilmoth – Exhibit/Periodical Pub Individual 4-H Promo Piece Team (Cathy Weaver, Carole Goodwin, Catherine Webster and Martha Arterburn)

CONT. RECOGNITION – CHI EPSILON SIGMA • Distinguished Service Award: Misty Dubre, Cumberland County, 2nd place • New Achiever Award:

Marcy Ward, LaRue County, 3rd place • County Web Site:

Misty Dubre, Cumberland County, 1st place • Media Award:

Georganne Collins, Nelson County, 3rd place

REFRESHMENTS/HOST • McCreary, Marion and Taylor Counties

Information – Deadlines - Events ADA ASSESSMENT and COMPLIANCE PLAN Due: May 15 (Electronic Rough Draft to DD) June 30 (Electronic Final Copy due to DD) Link: http://www.ca.uky.edu/psd/affirmative_action.php

AFFIRMATIVE ACTION PLAN and REPORT PLAN - Rough Draft Due: May 15 (to DD – FY 13/14) PLAN - Final Due: June 30 (KERS Online - FY 13/14) REPORT - Final Due: June 30 (KERS Online - FY 12/13) Link: http://www.ca.uky.edu/psd/affirmative_action.php

AGENT HIRING – NEW PROCESS • Effective Prior to July 1

oCareer Ladder Guidelines • Counties may “opt out” of using new process

oRequires Board vote and Chair signature • Hiring Process Confidentiality

oCounty Representatives • Guide with descriptions

oAvailable to County Representative

ALUMNI MEETINGS– ALUMNI, STAFF, STUDENTS LT Alumni: Agent Contact: David Harrison Date: August 3, 2013 Location: Nolin RECC, Elizabethtown LC Alumni: Agent Contact: Nick Roy Date: July 15, 2013 Location: William T’s Dining Center The Pines - Lindsey Wilson Staff Appreciation Day: September 4, 2013 UK Student Round-up: September 13, 2013 UK UK & HES Round-up: September 7, 2013 UK Link: http://www.ca.uky.edu/alumni/index.php

BUDGET UPDATE and OUTLOOK KY Cooperative Extension Service

• Salary Increases – Pending Provost approval oLetters mailed to Agents, Agents notify Staff oRecent hires not eligible

• Base Salary Increases

oUndergrad Degree/No Experience oGraduate Degree/No Experience oNew hires – starting salary adjusted oAgents below baseline - adjustment pending

• 4th and Above Positions - 100% county paid

oIncrease may exceed 5% (i.e. Career Ladder) oYear-end accounting settlement option

BUDGET REMINDERS - FISCAL COORDINATORS • May 1

oUniform Financial Report (Frankfort & DD) oGifts, Grants & Contracts Financial Report (DD) oCES Budget Plan – Signed Original (DD) oMOA – 3 Signed Originals. Electronic File (DD) o Schedule of Disbursements – 3 Signed

Originals. Electronic File (DD) o Salary Recommendation Form Biweekly.

Electronic File (DD) oProgram Support Budgets – Signed Original

(DD)

• June o Final Accounting Approval Form

BUDGET REMINDERS - FISCAL COORDINATORS • July 10: County Payment (Copy to D5 Office) • July 15: Actual Program Support Expenses • July – Oct: Tax Rates and Audits (as soon as set) • Aug 1 - Final Accounting Sheets Additional Reminders: • File Audits – Annually or every 4 years • Revised MOA’s oMust be sent to Dr. Henning, otherwise billing

goes unchanged through Business Office oNine months is the critical point o Stop-gap requires immediate revised MOA

Link: http://ces.ca.uky.edu/cesdd/districtboard

CAMP • Expectation: 25 paid campers @ county minimum • Scanning Camp Information- Encryption • Late Fee Policy – Pay bill immediately after camp

CEDIK • Agent Advisory group: Rotation and PowerPoint • Top Agents needs in Community Developments

CLIENT PROTECTION STANDARDS • Anyone working with vulnerable audiences • Files should be up-to-date

COUNTY COORDINATOR LIST – 2013-2014 Due June 1 (Rotation as Appropriate) Link: http://ces.ca.uky.edu/cesdd/OfficeTools

COUNTY PROGRAM REVIEWS D5 Team Leader: Karen Ramage

• LaRue County – October 30, 2013 • Nelson County – Nov 1, 2013 • Hardin County – Pending

*Don’t Forget 6 Month Follow-up Report

CONFERENCES & UPCOMING EVENTS • Oct. 18, 2013 - KY Fathering Conference, Fayette Co

Ext. Office • May 16, 2013 - Financial Resiliency & Responsibility

Conference, Fayette Co. Ext. Office • Nov 2, 2013 – Mountain Music and Harvest Day –

ARC (Robinson Center) • Jan. 28 & 29, 2014 - 5th Annual Different FACES of

Substance Abuse Conference, Marriott Griffin Gate, Lexington

DIVERSITY TRAINING – FALL 2013 • D5 Trainers: Teran Ransom & Dennis Morgeson • All Staff will be asked to attend • Anticipated Training Date: October 9, 2013

DISTRICT FORUM – Nov 8, 2013 • D5 Agent Contact: Dayna Parrett

ENERGY EFFICIENCY AWARENESS & ACTION

• Contact Beverly Miller – all Energy Programs • Dr. Henning’s Request: All Counties participate

EMERGENCY CLOSINGS

• New guideline posted oMust identify closing and re-opening

• Communication has to be clear and timely • D5 Office forwards all closings to Karen Ramage • Critical: Check time entry for support staff

ESS On-line Time Entry • Website Available for information • Pilot Tabs to disappear in May • Roll-outs being scheduled for Districts

ESP 2013-14 Contacts & Events: • Administration: Anna Smith • Lincoln Trail – Jack Ewing • Lake Cumberland - Tyrone Gentry • Chapter Relations Chair – Jennifer Bridge • Galaxy IV Conf. – Sept 16 – 20, 2013 - Pittsburgh

I-9 Signers

• New approval in effect May 6 • 1.5 hour training required (list checked) • New Option: Staff Assistants qualify as signers

INTERNSHIPS – Summer 2013 • 40 total statewide this year - D5 Interns:

o Jordan Bramblett (UK, CLD) Hardin 4-H/Marla Stillwell o Tim Dishman (UK, Forestry) Wayne ANR/Glenn Roberts o Callie Hobbs (UK, Ag Ed) Meade ANR/Andy Mills o Aurora Laslie (Murray, Pre-Vet) Meade 4-H/Carole Goodwin o Nichole Murdock (Murray, Chemistry) Breckinridge 4-H/Carol Hinton o Katie Royse (WKU, AG Education)

Adair 4-H/Tony Rose • Work in all Programs Areas; Schedule DD Visit

IT UPDATES • SAP – Time Management System

oUse only Version Internet Explorer 8 or 9 *not compatible with IE 10 o IT will assist in getting Windows 7 *do not use Windows 8

• Caution: Spam Email! oDo not open links asking for account info

• Help Desk – Staffed 9am thru 3:30pm ET • DEITC for D5

• Approval to hire • Position currently posted

KERS (KY Extension Reporting System) • Reports should be entered regularly • Prepare for year-end deadlines

KSU UPDATE • Educational Units: Riverboat & Mobile Demo Unit • Journal of Ext. Board Member: Dr. Javiette Samuel

LEAVE

Balances and Reporting Leave expiring June 30 – enter in system by June 10 Shared Leave Pool - can donate as little as ½ day

NEP – Grant and Future KY has still not had any cuts (unlike other states) Request for KY funding: $300,000 to sustain

current programming Need: Continued Agent involvement from all

Program Areas with reported hours PERFORMANCE APPRAISALS Mandatory Year - Agents over 1 year

• Link: http://ces.ca.uky.edu/cesdd/agent Performance Appraisals - Information due July 15

• New - Agent Performance Appraisal Document • Statistics, Meeting & Activities, Expenses • Affirmative Action Report & Success Stories • FSNEP (Report all hours during year)

*There will be no “face to face” Evaluation Sessions

PILD • Agents Representatives – Well Done! • Follow-ups: Congressional Members in home offices • Need: JCEP visit Congressional Members prior to PILD

Program Contact Agents

• Groups select Contact to begin in Sept. 2013 POW

• 4-Year Plan Updates: “Drafts” due to DD in May • Final POW Update: Due in KERS by June 30 • Pac Codes are available

POST RETIREMENT

• Federal Employees only - Concerns and Guidelines

POSITION DESCRIPTIONS • Agent “Generic” Job Description is online • Specific Job Descriptions due July 1 for 2 or more

agents in the same program and county • Job descriptions for all Agents will be tweaked as

needed when vacancies occur

PRESIDENT CAPILOUTO’S VISITS

• July 16 – Bath County • July 30 – Grayson County & Princeton Research Ctr • Agents nominated to attend - Dr. Henning selects • Schedule – draft is available

SNAP-ED COMMITMENT HOURS • On-line entry through KERS (96 hours @ agent) • Program Assistants commit (exception EFNEP)

STAFF MEETING & AGENTS' FALL PICNIC

• Committee: 1 Representative from Program Groups *Reminder: No D5 Staff in June, July or August

*Please put D5 Staff Dates (2nd Wed) in calendars STATE EXTENSION CONFERENCE

• Feb. 24 – 27, 2014 at the Hyatt in Lexington • Co-Chairs: Karen Ramage and Jeanne Davis • State Associations & State Extension Council included • Tuesday Evening Program – 100 Year Celebration

STATE EXTENSION COUNCIL • Summer Meeting – Aug 13 (1 day only) • Host: Washington County • SEC Executive Committee to meet with UK Pres.

SUPPORT STAFF TRAINING – Fall ’13/Spring ’14

• Contact Group: ANR Agents • Planning Needs: Committee/Contact Agent,

Location and Program STATE FAIR ASSIGNMENTS

• Completed – Refer to the D5 Website • Link: http://ces.ca.uky.edu/cesdd/District5Miscellaneous

TAX-EXEMPT • Agent responsibility to check site and update

• 4 times a year: Jan, Apr, July and Oct • 501c3 entities don’t forget to file on line tax forms

UK Benefits: Open Enrollment • Changes in Regional Plans • Enrollment will close May 10 • Updates/Changes are available online • Link: http://www.uky.edu/HR/OE/

MARCH BIRTHDAYS! • March 10 Sherry Coffey, Wayne Co 4-H Program Assist • March 11 Tony Rose, Adair CEA for 4-HYD • March 12 Heather Pearson, Adair Co FCS Support Staff Melisa Caudill, Casey Co SNAP-Ed Assistant • March 18 Melinda Cross, Clinton Co Support Staff • March 25 Danny Adams, Wayne Co KSU Small Farms • March 26 Mary McAdoo, Pulaski Co Support Staff • March 29 Amy Singleton, McCreary CEA FCS/4-HYD • March 31 Dayna Parrett, Nelson CEA for FCS

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 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 • May 7 Kelly Carney, Taylor County Support Staff • 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 • 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

PROGRAM GROUPS

• 4-H YOUTH DEVELOPMENT • ANR/HORTICULTURE • FAMILY AND CONSUMER SCIENCES