District 5 Staff Agenda

May 8, 2013Taylor County Extension Office10:00 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 StaffoGail Hammons, Breckinridge County

• Vacancies – 36 Agent Positions StatewideoWashington 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/Aprilo 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 Alexandero Joy McGinnis - Granddaughter, Hadley Graceo Colby Guffey – Daughter, Reagan Betho 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 Countyo 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 REPORTPLAN - 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, 2013Location: Nolin RECC, Elizabethtown

LC Alumni: Agent Contact: Nick RoyDate: July 15, 2013Location: William T’s Dining Center

The Pines - Lindsey Wilson

Staff Appreciation Day: September 4, 2013 UKStudent 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 OUTLOOKKY Cooperative Extension Service

• Salary Increases – Pending Provost approvaloLetters mailed to Agents, Agents notify StaffoRecent hires not eligible

• Base Salary IncreasesoUndergrad Degree/No Experience oGraduate Degree/No Experience oNew hires – starting salary adjustedoAgents below baseline - adjustment pending

• 4th and Above Positions - 100% county paidoIncrease 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)o Program Support Budgets – Signed Original (DD)

• Juneo 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’soMust be sent to Dr. Henning, otherwise billing goes

unchanged through Business OfficeoNine months is the critical pointo 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 – 2013-2014Due June 1 (Rotation as Appropriate)Link: http://ces.ca.uky.edu/cesdd/OfficeTools

COUNTY PROGRAM REVIEWSD5 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 10o 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

LEAVEBalances and Reporting Leave expiring June 30 – enter in system by June 10Shared 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 APPRAISALSMandatory 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