District 5 Staff Agenda

May 28, 2014 Taylor County Extension Office 10:00 am EST

*Please remember to sign the District Staff Attendance Sheet

May 26, 2014

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History

Originally called Decoration Day Borne out of the Civil War to “decorate” soldiers graves First official celebration was May 30, 1868 National Holiday Act of 1971 ensured a 3 day weekend Federal holiday Modern Day Observance: A day of remembrance for those who have died in service of the USA

Let us take a moment of silence to pay tribute to the many brave men and women who have given their lives to defend of our great country.

Personnel & Programs

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PERSONNEL UPDATES – DISTRICT 5

• New Hires o Nelson 4HYD – Luke Fries (Hire Date 5/01/14) o Grayson SNAP-Ed (Apps Closed 5/12/14) o Nelson SNAP-Ed (Apps Closed 5/12/14) • Resignations o Joey Bell, Russell Co Custodian • Post Retirement Renewal o Rick Greenwell, Washington Co (5/6/14) • Study Leave o Elijah Wilson (4/2/14 thru 10/1/14) – EdD at WKU

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Cont. PERSONNEL UPDATES – DISTRICT 5

• Vacancies – 30 Agent Positions Statewide o Hardin FCS (1/10/14) - 22 nd of 30 • Stop-Gap Positions on Vacancy List – 23 Statewide o Russell ANR – 11th of 30 total vacancies • Health Updates o Dr. Jimmy Henning (Surgery, recuperating) o Dr. Javiette Samuel (Continued Illness) o Toni Humble (Daughter, Natalie) o Becky Shagool (Husband ) • Sympathy – Family Members in March/April o Natalie Taul (Grandfather) o Christy Nuetzman (Grandfather) o Beverly Tabor (Mother) o Dr. Jeff Young (Father – Hardin Co)

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PERSONNEL UPDATES – STATE LEVEL

• New Positions: o Nancy Kelley – WKY Nutrition Position (4/7/14) o New 4-H Camp Managers

*Full time professional at every 4-H Camp

• Retirements: o Susan Wiley, Extension Personnel Assist – 6/6/14 o Joyce Belcher, KY Leadership Center – 7/1/14

*Position will be advertised Hospitality Mgt.

o Roger Sparrow , District 4 Director – 8/1/14

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PROGRAM HIGHLIGHTS for DISTRICT 5

• Dennis Morgeson, Horticulture • Kindra Ewing Jones, 4-HYD • Christy Nuetzman, FCS • Ron Bowman, ANR 

SPECIAL RECOGNITION

• Awards and Leadership Positions o Epsilon Sigma Phi o KAE4-HA o KEHA o Chi Epsilon Sigma • Refreshments and Host o Hardin, LaRue and Taylor Counties

Information – Deadlines - Events

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ADA ASSESSMENT and COMPLIANCE PLAN

• Due: June 30 to attach to Affirmative Action Plan Electronic Final Copy due to DD • Link: http://www.ca.uky.edu/psd/affirmative_action.php

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AFFIRMATIVE ACTION PLAN and REPORT

• PLAN - Due: June 30 (KERS Online - FY 14/15) • REPORT - Due: June 30 (KERS Online - FY 13/14) • Link: http://www.ca.uky.edu/psd/affirmative_action.php

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ALUMNI and UK/CAFE EMPLOYEE MEETINGS

• Alumni o Lincoln Trail Alumni o Lake Cumberland Alumni • Staff o UK Staff Appreciation: June 5 (11 – 3pm) o CAFE Staff Appreciation Day : September 3 • CAFE Staff Recognition • Nominations for Staff members • Link: http://administration.ca.uky.edu/staffaward • Deadline: July 18, 2014 (3 pm ET) • Submit forms to: [email protected]

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BUDGET UPDATE and OUTLOOK

• UK Budget Model o “Shadow Budget” to begin July 1 o CES expecting little change for 2014-15 • KY CES Salaries (Hired prior to Feb. 1, 2014) o Agents – 2% Pool (merit, raises for 3+ ratings) o Support Staff – 3% maximum • SPGE Reminders o 7/15/14 Complete 2014-15 Budget o 7/15/15 Complete Amended Budgets o 8/01/15 Complete Actual Expenditures *Adhere to deadlines - penalties if late. o Financial Disclosure Training (online reg.) https://kydlgweb.ky.gov/Entities/SPGE_TrainAdd_RegAdd.cfm

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BUDGET REMINDERS - FISCAL COORDINATORS

• • Submit Program Support Budgets Send copies of County Payments to D5 Office o Next Due Date is July 10 • • File Audits – Send copies to D5 Office If MOA’s are revised: o Due to Business Center to change billing *Stop-gap requires immediate MOA revision • Your promptness and completeness is always appreciated

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CED UPDATE

• • PowerPoint – D5 CEDIK Reps D5 Agent Representatives Needed o Agri-tourism and Fathering Com. 

CENTENNIAL CELEBRATIONS

• PowerPoint and County Reports • Upcoming Events 

CLIENT PROTECTION STANDARDS

• Reminder: Update files

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COUNTY COORDINATOR LIST – 2014-2015

• Due June 1 (Rotation as Appropriate) • Link: http://ces.ca.uky.edu/cesdd/OfficeTools 

COUNTY PROGRAM REVIEWS

• Don’t Forget 6 Month Follow-up Report 

DISTRICT 5 FORUM – Fall 2014

• D5 Agent Contact: ANR 

ENERGY – Building Energy Evaluation Program

• Need: 1 or more D5 county offices to participate • Free standing Office, Meter, Improvements Budget • State Contact: Beverly Miller

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I-9 SIGNERS

• Each County needs 1 approved employee o Updates needed for Meade and Wayne • • 1.5 hour training required (list checked) New Option: Staff Assistants qualify as signers 

INSURANCE – Know What You Have

• Be “Proactive” – Prepare for the unexpected • Excess Accident Medical Insurance Coverage o Link: http://manual.ca.uky.edu/client-protection handbook/chapter16 • UK Risk Management: Lou Drapeau, Director o Contact: 859-257-6214 or [email protected]

o Link: http://www.uky.edu/EVPFA/Controller/risk.htm

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INTERNSHIPS – Summer 2014

• • State-wide totals – 38 Interns District 5 Intern Assignments: o Lindsey Boone LaRue 4-H/ Misty Wilmoth UK, Nat Res o Tammy Curry Breckinridge 4-H/Alex Bryant WKU, Agribusiness o Loren Gross Hardin 4-H/ANR/Marla Stillwell WKU, Ag Educ o Lydia Richardson Meade 4-H/Carole Goodwin WKU, Ag • • Interns should experience work in all Programs Areas Contact District Director for scheduled visit

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IT UPDATES

• May Technology Notes from Ben Dustin 

LEAVE

• “Old” Annual Leave expires 6/30/14 o Enter in system by 6/10/14 o One year can “roll over” • Shared Leave Pool o May be donated between May 1 – Sept 30 o Employees may donate as little as ½ day o If not using “old leave” by June 30 th , donate • Travel Leave Requests: Include explanation of travel

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PERFORMANCE APPRAISALS

Agents over 5 year – Optional Year Exceptions: Ratings under 3; DD request Complete Rating Option Form – Due June 1 Agents Under 5 Years - Mandatory Agent Performance Appraisal Document - Due Aug 1 Agents under 1 year – Non-Rated

ALL AGENTS: Year-end Reports Due July 15

• Statistics, Meeting/Activities, Expenses, Leave • Success Stories – 5 per Agent • SNAP-ED (Report all hours during year) • Priority Indicators & Featured Programs

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PROFESSIONAL ATTIRE FOR CES EMPLOYEES

• Link for Agents, PA’s Support Staff & NEP: http://extensionmanual.ca.uky.edu/sites/extensionmanual.ca.uky.ed

u/files/Professional_Attire.pdf

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PROGRAM CONTACT AGENTS

• Select Today - contact begins 8/1/14 

POW – Due in KERS by June 30

• 4-Year Plan Updates (going into 3 rd Year 7/1/14) 

STAFF MEETING/AGENTS' FALL PICNIC

 Committee: 1 Agent from each Program Group 

STATE EXTENSION COUNCIL

 Summer Meeting – 8/12/14 (1 day only)  Location: Embassy Suites, Lexington

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SUPPORT STAFF TRAINING – Fall ’14/Spring ’15

• • 2014/15 Contact Group: 4-HYD Agents Selection: Committee/Contact Agent *Congrats to ANR for a successful 2014 training 

STATE FAIR ASSIGNMENTS

• Completed – Submitted to State 4-H Office 

TAX-EXEMPT

• Agents’ responsibility to keep up-to-date • • Check site 4 times a year: Jan, Apr, July and Oct 501c3 entities don’t forget to file on line tax forms

D5 May “Work Anniversaries”

Marla Stillwell Hardin CEA for 4-HYD 8 Year Anniversary – May 22, 2014

• Career Highlights: • Extension Intern, Calloway Co, Summer of 2005 • Began 4-HYD Career in Hardin Co, May 22, 2006 • 9 th 4-H Agent to serve in Hardin County • • Birthplace: LaRue County Education: B.S. Animal Science from Murray State Univ.

Attending UK for a MS in Family Studies

D5 May “Work Anniversaries”

Lynnette Allen Breckinridge CEA for FCS 16 Year Anniversary – May 1, 2014

• Career Highlights: • Began 4-HYD Career in Breckinridge Co, May 1, 1998 • 11 th 4-H Agent to serve in Breckinridge Co • Began FCS Career in Breckinridge Co, Dec 1, 2012 • 7th FCS Agent to serve in Breckinridge Co • • Birthplace: Breckinridge County Education: B.S. Interior Design from Western KY Univ.

MS in Career & Technical Ed from UK

D5 May “Work Anniversaries”

Alex Bryant Breckinridge CEA for 4-HYD 1 Year Anniversary – May 15, 2014

• Career Highlights: • Began 4-HYD Career in Breckinridge Co, May 15, 2013 • 12 th 4-H Agent to serve in Breckinridge Co • • Birthplace: Ohio County Education: B.S. Biology/Psychology, from U. of L.

MS in Entomology from Michigan St

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 18 Luke Fries, Nelson CEA for 4-HYD April 22 Marcy Ward, LaRue County Support Staff April 28 Sue Ann McCandless, LaRue Support Staff

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MAY BIRTHDAYS!

May 2 Regina Markins, Meade County Support Staff May 6 Jack Ewing, Grayson CEA for ANR • • Ben Dustin, D5 DEITC 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

MONEY HANDLING PROCEDURES TRAINING

PROGRAM GROUPS WILL FOLLOW TRAINING ANR/HORTICULTURE 4-H YOUTH DEVELOPMENT FAMILY AND CONSUMER SCIENCES

NO “Full STAFF MEETINGS IN June, July or August, 2014 Please put D5 Staff Dates (2nd Wed) in calendars for 2014-15 Year