DISTRICT 4 STAFF MEETING MAY

Transcription

1 DISTRICT 4 STAFF MEETING MAY Personnel Updates / Vacancies / Summer Interns a. Powell Co FCS position closed April 22 b. Nicholas Co ANR/4-H position closed May 2 c. Madison Co 4-H position closes May 14 d. Clark Co FCS position closes May 15 e. Extension HR Director position closes May 13; CES HR Support Staff vacancy f. Tamzyn Michelle Meyer born April 12 g. Summer Interns for D4 2. SNAP Update Leslie McCammish 3. IT Update Rick Hayes 4. Finalizing Budget a. Electronic copies (with program support budgets and 5-10 year plans) due now b. One Signed Original (MOA, Budget Plan, Schedule, Program Support Budgets and 5-10 year plan) Due in DD's office by May 15 c. Salary Increases tentative 3% pool, no word yet support staff salary increases will be on a set scale based on performance evaluation d. Audits please send an electronic copy only to DD office ( to Debbie) e. Gift, Grants and Contacts f. UFIR video & instruction guide ***If Budget is amended, remember to send a REVISED MOA to DD office and Tina Ward 5. Extension Financial Operations: a. Standardize Accounting System b. Poll Counties using QuickBooks. c. Team Tina Ward - Business Analyst and covering District 4; Ty Back covering Districts 1,2,& 3, and new Regional Fiscal Compliance Officer for Districts 5,6,&7.

2 6. County Coordinator Forms due June 1 a. Signed forms to District Director due by June 1 st b CEDIK Update handout a. Strengthening Retail, Accommodations, Food and Tourism (RAFT) b. Coaching Councils & Groups Toward Community Change June 5 & 6 (Berea) c. Core Training Basics of Facilitation May 22 (Bowling Green) 8. Extension Marketing Update: See Handout a. Community Assessment b. Clark and Madison to pilot this summer 9. Southern Region NUEL Conference Chattanooga, TN August Extension Philanthropy Update David Kessler, Director of Extension Philanthropy a. Help fund Extension Programs at the State and County Levels b. Plan to work with agents on identifying potential local donors 11. Kentucky State Fair 2018 Leslie Bullock & Kevin Lindsay a. Changes to Cloverville - b. Regional collection points for open class state fair entries 1-2 County Offices to volunteer to be a drop-off location KDA to pick up entries and delivery to State Fair (Tiffany Harper) See Handout for details & let Debbie or Jenny know if interested 12. KACo Regional Meetings: a. September 20th at the KACo Training Room Frankfort KY b. Reminder: Agent s attending please presentation to Willie by September 4 th and Paige Harder if you plan to eat lunch at the meeting. 13. Leave - Annual Leave a. Be proactive in submitting leave in MYUK for approval b. Take old leave before June 30, 2018 or donate to Shared Leave Pool c. Interested in Shared Leave Pool? Check out the UKHR Benefits website 14. Plan of Work: a. Rough Draft Due to DD Office May 1st b. Final must be submitted in KERS by June 30th

3 15. Program Indicators a. Final Report due by July 15 th b. Each agent submits data via KERS 16. Success Stories a. Due Quarterly (October 10th, January 10th, April 10th and (x2) July 15th) b. July 15: Final 2 Stories Due in KERS 17. Office of Diversity: Update a. JR MANNRS Institute - December 7-8 (Limited to 100 students; applications in August) b. National Diversity Conference February 6-8, 2019 (Hebron, KY) 18. Office of Occupational Health and Safety a. Will visit all Extension Offices for safety inspections b. Hallways, public areas, offices c. Property store and label all chemical products d. See checklist handout 19. Preparing for Support Staff Performance Evaluations Jennifer Howard 20. Performance Evaluations a. PE form online thru MyUK b. Available June 1, Due August 1, 2018 c. Sign rating option form and give to Debbie before the end of the day. 21. Affirmative Action Report and Plan a. May 15: Rough Draft of County Plan ( to DD) b. June 30: Final PLAN (Due in KERS) c. June 30: Final REPORT for (Due in KERS) d. Plan Includes: Description, Council Makeup, Affirmative Action Goals and Action Strategies e. Report Includes: Efforts, Outcomes attained through previous year s Plan f. Access Reports through KERS at the following link: Career Ladder Advancements Lisa Adams a. Congratulations to those who received the advancement on the Career Ladder b. Salary Increases July 1st, 2018 c. See handout for revised criteria

4 23. State Extension Council: Summer Meeting August 8th, 2017 in Lexington, KY 24. Randall Barnett Award a. Submit to DD, Application: b. The winning Council will be recognized during the State Extension Advisory Council annual meeting and be presented with a $500 cash award plus a framed certificate for their local office. 25. Southern Region NUEL Conference Chattanooga, TN August National Urban Extension Conference Conference will be held in Seattle, Washington. 27. UK Purchasing (Handout) 28. Employee Education Program a. Must have been accepted to a program by April 14, 2018 to continue receiving tuition at another public university b. Volunteer Administration Academy (VAA): Earn up to 6 Graduate Credit Hours - credits may be transferable to other universities 29. Risk Management: a. All Extension agents taking clientele out of the county and giving leadership to program participants must complete Risk Management Plan b. Traveling with Youth? Share Risk Management Plan with Mark Mains & DD c. One Risk Management Plan for same group going on multiple trips (ex. Teen Council Reps) d. Excess Medical/Accident Insurance Coverage sources American Income Life, Office Insurance Policy, UK Risk Management Office e. Shooting Sports Club or activity on private property Medical and Liability Coverage for some cases, not all. Property owner will also want to check private insurance policy

5 Upcoming Deadlines & Reminders: Holiday Schedule: May 1 Draft of POW updates May UFIR (due May 1 following the close of fiscal year) May 15 Draft Affirmative Action Plan May 1 Gifts, Grants & Contracts June 1 Co Coordinator List June 30 Final POW update, Final Affirmative Action Report & Plan July 15 - Register with DLG and upload budget July 15 5 success stories completed, Service Log Completed July 15 Program Support actual expenditures to board & DD August 1 Agent Performance Appraisal complete in myuk, ES-237 August 15 Actual Income & Expenditures to DD for review Sept 1 Actual Income & Expenditures uploaded to DLG Sept 1 Publish statement in local paper regarding financial reports Sept 10 Rough draft of support staff evaluations to DD for review Sept 12 District Staff meeting Sept 15 Tax rate forms due to DD (set tax rates in late July or August) Sept 30 SNAP ed reporting deadline Have the District Board Members turned in receipt of Your Duty under the Law and Managing Governmental Records??? HOLD these dates for District Staff Meetings: June No Staff October 10 (Tentative) February 13 July No Staff November 14 March 13 August No Staff December No Staff April 10 (Tentative) September 12 January 9 May 8 District Director Offices will remain in Scovell Hall. New mailing address will be shared over the summer. FCS Program Area Meeting

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