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DISTRICT STAFF MEETINGMarch 8, 2017
District 4Fayette Co Extension Office
ESTILL COUNTY STORM RECOVERY
Current Needs:
Plastic Tote Containers
Heavy Duty Garbage Bags
Cash Donations
SERVICE AWARDS
https://www.youtube.com/watch?v=EBohdltpVUY
http://www.ukalumni.net/s/1052/semi-blank-noimg.aspx?pgid=365&gid=1
FIVE YEAR SERVICE AWARDS
TEN YEAR SERVICE AWARDS
15 YEAR SERVICE AWARD
TWENTY YEARS OF SERVICE
TWENTY-FIVE YEARS OF SERVICE
THIRTY YEARS OF SERVICE
THIRTY-FIVE YEARS OF SERVICE
EXTENSION DIVERSITY AWARDS
Individual Award – Scott Darst, Madison Co Ext Agent for 4-H Youth Development
Team Award – Chaquenta Smith member of the State Jr MANNRS Planning Committee,
4-H INAUGURATION PROGRAM
Courtney Brock, Lincoln Co Extension Agent for 4-H Youth Development
Eric Comley, Garrard Co Extension Agent for 4-H Youth Development
Kim Ragland, Boyle Co Extension Agent for 4-H Youth Development
Cathy Weaver, Jessamine Co Extension Agent for 4-H Youth Development
PERSONNEL UPDATEWelcome to Krista and Shannon!
Current Vacancy ListProcedure for filling County VacanciesStop Gap Agreement
POST-RETIREMENT
Agents may request a Post-Retirement Appointment
Must officially Retire First
Post retirement reviewed annually
Maybe extended for up to five (5) years
NUTRITION EDUCATION PROGRAMS
Caroline Durr,Area Agent for NEP Programs
MACEDAmy Williams
Project Specialist
Mountain Association for Community Economic Development, Inc
2017-2018 BUDGET MEMO & SPREADSHEET
2017-2018 BUDGET INFORMATION
HIGHLIGHTS: 3% Increase in Base Agent Support across the board. 2% Increase in Benefits for 4th and above Agents. Requesting counties budget 3% Raise for all staff salaries and 4th and above Agents Mileage Rate changed to 53.5 cents per mile (effective January 1, 2017)
Draft Budget due April 15 (Fiscal Court & DD)
Final Budget – May TBD
PROFESSIONAL DEVELOPMENT FUND GUIDELINES
Increase to $3500 per year for Agents As of July 1st, 2017 will be able to pay for your Association Dues out of Professional Improvement Funds This must be approved by the DD
ATTENDANCE AT PROFESSIONAL MEETINGS - AGENT
All staff members are encouraged to participate in professional associations relating to their fields of training or position of assignment.
Agent attendance at one national professional meeting per year will be approved, pending availability of funds and acceptable job performance. Travel time of up to one day to and from the meeting will be allowed, depending on distance to meeting location. Time at this meeting will be on official time.
Agent attendance at other professional meetings will be reviewed on the merits of each case. Additional approval to attend, allowed time, possible reimbursement, etc. will be based on the agent’s role at the meeting, participation at other meetings, and the effect on the county program.
Agents are allowed time without expenses for district professional improvement meetings, before or after district staff meetings, or at regularly scheduled times not to exceed one-half day per month or six days per year.
ATTENDANCE AT PROFESSIONAL MEETINGS – SUPPORT STAFF
Support Staff are encouraged to join and attend Chi Epsilon Sigma’s Annual Meetings. There may be other professional development opportunities available through UK Human Resources. Here are some points to remember: Requests to attend this and other professional development opportunities should be
submitted in writing at least 30 days in advance to the supervising agent/s for consideration. Support staff must stay within the budgeted Professional Improvement amount within each
year (no carryover of account balances). Unless your work station is more than 4 hours away from the conference site, all non-
exempt staff will be expected to report to your normal work station work until noon the day prior to the conference. Pre-conference attendance to CHIES Board of Director’s meeting or Conference Planning
Committee meeting is allowable, however this must be discussed with the supervising agent. Agents should make arrangements to keep the office open during the support staff absence.
PROGRAM SUPPORT GUIDELINES
Agents to develop Budgets – due to District Director for review with draft Budget, include budgets for Program Assistants
Agents and Program Assistants are to send a copy of actual expenses for Program Support Funds to District Director by July 15
Information is presented to the Extension District Board as a part of the actual expenditures report
USING THE BUDGET TEMPLATE
ZOOM Meeting – Friday March 10, 10:00 am
All Fiscal Coordinators and any other interested agents and support staff are invited to participate in this step-by-step walk through of the 2017-18 budget spreadsheet template.
PUBLIC NOTIFICATION OF DISTRICT BOARD MEETINGS
What is public notification?
“Regular meeting of the _______ County Extension District Board will be held…” Date Time Location
Special Called Meetings Publish Agenda Date Time Location
Please refer to: District Website – District Board – Policies – Open Meeting Act and District Boards (Fact Sheet 2016)
PROFESSIONAL DEVELOPMENT NEWS
• Epsilon Sigma Phi – March 21 & 22, 2017• Chi Epsilon Sigma – April 12-14, 2017 Covington KY• KEA4-HA – April 25 – 27 , Dale Hollow Lake Resort Park • KACAA / NACAA• KAEFCS
WORK-LIFE
Lactation Guidelines for New Mothers http://www.uky.edu/hr/work-life/resources-for-parents/lactation-in-workplace
Children at Work Note: This policy does not extend to permitting infants in the work place.
Flexible Scheduling Flexwork arrangements are not considered appropriate for Extension work
OUT-OF-STATE TRAVEL
Professional Improvement Limited to funds available Limited to 2 trips per fiscal year and 1 out of country trip
Traveling with Clientele Risk Management Plan Excess Medical Insurance? 4-H: Send Copy of RMP to Mark Mains
Link to travel policies: http://districts.ca.uky.edu/files/travel_funding_guidelines_2017_update.pdf
LINKS TO TRAVEL DOCUMENTS
College Internal Page
Extension District Page Agent Travel Link to travel guidelines
http://districts.ca.uky.edu/files/travel_funding_guidelines_2017_update.pdf Link to out of state travel form
http://districts.ca.uky.edu/files/out_of_state_travel_request_form_feb_2017.pdf
Extension District Page Office Tools Link to risk management form http://districts.ca.uky.edu/files/ces_risk_management_plan.pdf
CIVIL RIGHTS TRAINING
All employees – including NEP assistants, support staff, agents, KSU employees 175 Employees received a direct email (CANVAS) Accessible via: KERS myUK
Must by completed by June 1, 2017 Civil Rights Review: July 11 – 19, 2017
OFFICE CREDIT CARDS
D4 VOLUNTEER FORUMEvaluation Results
January 2018
STATE EXTENSION COUNCIL DELEGATES
Pat Skinnemoen, Clark Co – will complete 2nd term in December 2017**
Sue Kirkman, Franklin Co – will complete 2nd term in December 2018***
Bonnie Teater, Harrison Co – will complete 1st term in December 2018
Judy Worth, Fayette Co – will complete 1st term in December 2018
Paul Muth, Boyle Co – State 4-H Advisory Representative – will complete 1st term in December 2017
**will need to fill spot in Fall 2017
***will need to fill spot in Fall 2018
AG COMM – MARKETING WEBSITE
Refer to Marketing Website for latest information on use of University Logo and other marketing resources and guidelines
http://marketing.ca.uky.edu
Quick Guide – one copy per county
SUPPORT STAFF TRAINING – MARCH 29
Professional Photos for Staff Directory
LiveWell Check-in
Unconscious Bias
Technology Tips
Customer Service Strategies
Service Awards
REGISTRATION DEADLINE: MARCH 15, 2017
GAP / FOOD SAFETY TRAINING
GAP video training will now be known as “Produce Best Practices” training
New rules from USDA, Food Safety Modernization Act most KY growers are currently exempt, however that could change in the future
2017: Train-the-Trainer in-services for HORT, FCS, ANR Agents District level training To be completed by February 2018
2019: All producers must get training
2020: Any producer without training will not be able to get a sampling certificate
MOTOR VEHICLE USEONLINE CLASSES AVAILABLE FOR:
Passenger Van Safety Awareness For all extension employees driving passenger vans
Golf Cart UsageMandatory for all employees who drive utility carts while
working at University of Kentucky.
IT UPDATERick Hayes
PLAN OF WORK UPDATES
KERS Window to submit updates is April 1 through June 30.
Draft to District Director by May 1.
GUIDE FOR FACILITIES USAGE
Where to find this………
College Internal WebsiteCES MANUALSCounty Office Procedures ManualOffice Operations http://ces-manuals.ca.uky.edu/files/county_extension_facility_usage_guide_feb_2017.pdf
COUNTY REVIEWS
Follow Up Reports Due from: PowellEstillMadison Fayette ✅Woodford ✅
PROFESSIONAL DRESS GUIDELINES
College Internal Website
CES MANUALSOrganizational Expectations Professional Expectations “Guide to Attire for Extension Employees” http://ces-manuals.ca.uky.edu/files/professional_attire_1.pdf
SUMMER INTERN PROGRAM
Important dates to remember
Intern Orientation- April 7th at 12 pm at Goodbarn
Intern Rodeo in Lexington (interns only)- June 23
Intern Round up (intern) and the supervisor (tbd)- July 21st
PROGRAM AREA MEETINGS
HORTICULTURE Master Gardener Conference
AGRICULTURE & NATURAL RESOURCES
FAMILY & CONSUMER SCIENCES FCS Program Update
4-H YOUTH DEVELOPMENT Teen Conference Tracks & Workshops
UPCOMING DEADLINES
April 1 – send District Director any updates to county facilities (new addresses, new buildings, expanded meeting rooms, etc) April 10 – KERS monthly reports, 3rd success story, quarterly
payment to UK April 12 – Unconscious Bias training – Fayette Co Extension Office April 15 – PRELIMINARY budget to County Fiscal Court and District
Director April 24 – May 12 – OPEN ENROLLMENT for Benefits April 30 – Midyear reviews with support staff
UPCOMING DEADLINES
May 1 - GIFTS, GRANTS, CONTRACTS form May 1 – Plan of Work Update – rough draft due to
District DirectorMay 1 – UFIR submit on DLG website for previous fiscal
yearMay 15 – Affirmative Action Plan “rough draft” to
District Director June 30 – Don’t leave any unused leave on the table!
DISTRICT STAFF MEETING SCHEDULE
NO GENERAL DISTRICT STAFF MEETING IN APRIL
May 10, 2017 – Fayette Co Extension Office – 9:30 am Morning Refreshment Hosts:
NO GENERAL DISTRICT STAFF MEETING IN JUNE, JULY OR AUGUST
September 13, 2017 – Fayette Co Extension Office – 9:30 am Morning Refreshment Hosts: TBD
