District staff Meeting - University of KentuckyAll staff members are encouraged to participate in...

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