DISTRICT 5 STAFF AGENDA OCTOBER 8, 2014

TAYLOR COUNTY EXTENSION OFFICE

10:00 AM EDT

GUEST SPEAKERSEXTENSION SAFETY AND SECURITY

ALAN SAYLOR, CPTED Dignitary Protection Team/Supervisor & ROBERT PEARL, Police OfficerEmail/Phone: alan.saylor@uky.edu; (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: psigler@email.uky.edu; (859) 257-7193Address: 712 Garrigus Building, Lexington, Kentucky 40546-0215

INFORMATION SECURITY (Video Link) STEVE GARNER, Information Technology ManagerEmail/Phone: steve.garner@uky.edu; (859) 257-7727Address: 252 Charles E. Barnhart Building 40546-0276

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)

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

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

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!

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.

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”.

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

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/

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; bthompson@kycattle.orgWebsite: http://www.kybeefcheckoff.com/

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

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

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

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)

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

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)

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