DISTRICT 1 STAFF AGENDA March 14, :30 a.m. Magoffin County Extension Office

Transcription

1 1 DISTRICT 1 STAFF AGENDA March 14, :30 a.m. Magoffin County Extension Office Welcome: Host: Magoffin County Extension Office Catered By: Jack s Barbecue, 3239 Burning Fork Road, Salyersville, KY (606) Congrats: Tell us your good news! UK Extension/CAFÉ Personnel Updates: Thomas Keene resignation Mia Farrell Interim Director for Diversity David Kessler Extension Philanthropy Director starting March 26 th. D1 IT Position Service Awards: Hannah Mayrand-5 years Laura Maggard-5 years Eugenia Wilson-10 years Mary McCarty-10 years Dianna Reed-15 years Heather Coleman-15 years David Appelman-20 years Lori Bowling-20 years Tad Campbell-20 years Special Guests: Dr. Deborah Reed, Program and Staff Development, Part-Time. (1 p.m.) FMLA-Lindsey Powell Training via Zoom Link from Fayette County Extension Office regarding the Family Medical Leave procedures. (10:30 a.m.)

2 Budget Information: Stop Gap remains an option with no cost change. County Groups Budget Guidelines Tax Rates Last Year s Budget District Staff Meeting Schedule: Please Note Change in Date Due to KEHA: Thursday, May 10th, 2018-Bath County Extension Office, Owingsville, KY June-No Meeting July-No Meeting August-No Meeting September 12, 2018-Location TBD Ag Security: As a reminder, Ag Security is on duty every day, all year - including weekends, holidays, and when the university is closed due to an emergency, such as extraordinary weather conditions. Ag Security s hours: Weeknights (Monday through Friday): 5pm to 8am Weekends: On duty 24 hours Holidays: On duty 24 hours Services Ag Security provides: Patrol College of Agriculture buildings Monitor doors, lights, and alarms in buildings Lock/unlock buildings Provide security and support for events Faculty/staff/student escort service after hours between buildings and to parking lots To contact Ag Security, call: Office: Mobile: (mobile # is best if no answer, leave a message)

3 3 ATV Program: All ATV users need to undergo training (a PowerPoint presentation AND a hands-on skills test) prior to operating an ATV. If you have a large group of new employees that need training, we may be able to coordinate this through UK OHS. Alternatively, users can take the online class ( and an in-person hands-on skills assessment. As the owner of the ATV in our inventory system, you are responsible for ensuring that all users have been through the online training AND keep a record that you (or your designee) have administered the skills test and that the user has hands-on knowledge of how to safely operate the ATV. Refresher training is required every 3 years. Users must ALWAYS wear at least a ¾ DOT approved helmet with face shield (or safety glasses instead of face shield). The ONLY exception is while driving at VERY slow speeds (<3 mph) on level terrain, when approved by the user s supervisor. The user s supervisor must evaluate requests EACH time a user seeks to operate the ATV at VERY slow speeds on level terrain without a helmet. Pre-Use Inspection Checklist MUST be completed each day the ATV is used. Checklist should be kept on file in the event an audit is performed. Operator s manuals may be hardcopy or electronic. Regardless of format, users must review and understand operator s manual and it must be readily accessible for reference when needed. The operator is the ONLY individual permitted on the ATV. Passengers and/or animals may NOT be transported. Users shall NOT install sprayers or other accessories on the ATV. Modifications to ATVs should ONLY be performed by the Farm Service Center. Farm Service Center must perform periodic maintenance on ATVs, including an annual inspection. Please inform Natasha if you have an ATV, tractor, or golf cart that you use for your county office. Business Center Website: NEW Business Center Web Site The link to the new website is: Chi Epsilon Sigma: April th -Lake Cumberland State Park-Jamestown, KY

4 4 Credit Card Processing: In consultation with UK Merchant Card Service, it has been determined that PayPal is an acceptable credit card processing solution for all counties. PayPal is PCIDSS compliant and also offers mobile payment options for accepting credit and debit card payments. (See Handout) County Program Review Montgomery County-Dr. Mark Mains, team leader, October 17, 2018 Pike County-Dr. Jeff Young, team leader, August 16, 2018 Rowan County-Dr. Jeff Young, team leader, August 17, 2018 District Staff Assistant Training Franks Building in Boyd County-March 26 th, Committee-Rhonda Owsley, Lori Bowling, Novella Froman, Linda Hieneman, Whitney Morrow, Anne Stephens District Staff Volunteer Training: March 28, 2018-Montgomery County Extension Office. Register now in KERS. You will then receive a flyer regarding a fee for a meal that will be provided. Dr. Culp will present the training focusing on the steps to correctly process a volunteer. The volunteer screening committee will also be discussed, as well as how to organize your volunteer files, position descriptions of volunteers, background checks, etc. You can also invite additional county staff who normally assist you with the process at the county level. Registration Information-Hannah Mayrand Emergency Contact Information: All employees must have emergency contact information entered accurately in SAP (HR address screen). The emergency name and phone number should always be kept up-to-date. This should be a part of the employee s on-board process. A handout is attached for guidelines. Epsilon Sigma Phi Northeast Area Contact: Lyndall Harned Licking River Area Contact: Hannah Mayrand Treasurer: Donna Fryman Annual Meeting & In-service Training-March 20 th -21 st Embassy Suites Lexington Green Center

5 5 EQUIPMENT INVENTORY (County)--Reminder All county owned/purchased equipment over the amount of $500 is to be accounted for at all times. Counties are to keep record via Excel. Required information includes: Item/Description and cost When & where items were purchased Location and assignment of item(s) Inventory check timeframe: Same as state inventory Extension Review Action Plan WEBSITE (New): As changes are put into place and as decisions are made they will be posted here Fiscal Coordinator & Others Budget Training: March 19, 2018-Magoffin County Extension Office, conducted by Keith Hackworth. Chris Shotwell and Ty Back will also be there if you have any additional questions. The training will begin 10 a.m. and should be completed no later than 2 p.m. Registration will begin at 9:30. Registration Information-Courtney Jenkins Fiscal Coordinator Updates: See handout. Hopes/Fears Presentation Insurance Open Enrollment: The UK Benefits Open Enrollment will take place this year from April 24 through May 11. KACO Conference: June 19 Morehead Conference Center KEHA: May 7 th -9 th, 2018 at Crowne Plaza Louisville Airport Discounted registration is closed on April 9 th, 2018 Registration received after April 23 rd will be returned

6 6 Northeast Area Hosting-Brenda Cockerham Letters of Recommendation: For future reference, if you are asked to write a letter of recommendation for someone, you must know the purpose for recommendation and that purpose needs to be included in the letter. Mentor/Mentee: Just a reminder to send your completed mentor packet in by the end of your 1 year. Mentors-please meet with mentees on a regular basis. Mentor/Mentee-pleased send completed packet to DD. Mountain Ag Week: In need of large tents, due to lack of budget funding this year. County Donations Please volunteer to assist with food exhibits, exhibits, entertainment, Pumpkin Days, Youth Days, etc. All agents needed. Pumpkin Days-September 18 th & 19 th ; Youth Field Days-September 20 th ; Mountain Fest-September 22 nd. NEP Updates-Stephanie Derifield, D1 Area Nutrition Agent NEP Q & A zoom training on March 8 was recorded and is available on NEP website. Training includes how to complete the 2019 Commitment Form 2019 Commitment Form is Live and Ready (Due by March 23) 2 Separate Shipments of Reinforcements (mid-march and April) All Agents will need to confirm their items through Google Docs via Lindsay Poore) Revised LEAP curriculum is online and ready to use Office Personnel Updates: Melissa Selby-Boyd County Hort/ANR Program Assistant, February 19, 2018 Angie Kendrick-Pike County Staff Assistant, March 19, 2018 Austin Howard-Mason County Staff Assistant, April 2, 2018

7 7 Open Records Request: Because it is a state agency, all records of the University of Kentucky are classified as "public records," and thus are subject to inspection pursuant to the terms of the Open Records Act. The University has three (working) days to respond to an Open Records request. Since the Open Records office has to review the records, draft a reply letter, consult with an attorney in the Legal Office, and send the reply, it is necessary for departments to get responsive documents to the Open Records office as soon as possible, and not any more than two days after receipt of the request. While it is often helpful for department officials to express their opinions that certain documents may fall within a particular exception, the decision to release or not release per an exception to the law rests with the Open Records and the Legal Offices. When you are contacted about with an open records request, please contact the District Director first. She will then send the information to UK Legal. Legal may contact the county office for additional information, but ideally, the county offices do not need to respond directly to person filing the request. Plan of Work: Time for annual update to keep POW current and relevant County rough draft is due May 1 st For more information- Program Area Breakout Session: ANR-Sarah Fannin, Morgan County FCS-Hannah Mayrand, Montgomery County Fine Arts-Anne Stephens, Greenup County 4-H-Novella Froman, Pike County Records Retention Contact: Records Retention (New Contact) The interim contact for records retention is Ruth Bryan, Director of Archives, UK Libraries. Ruth s address is ruth.bryan@uky.edu and her phone number is They are not sure when a permanent replacement will be hired to replace Nancy DeMarcus. Staff Appreciation T-Shirts: We need sizes for all agents and staff including NEP. Staff Coordinators can get the sizes of all staff and Rhonda with that information.

8 8 State Extension Council: The SEC recently met at the Embassy Suites in Lexington. All D1 delegates were in attendance. Plans are beginning now for our District Forum in the fall. State Fair: Superintendent Training-May 15 at 9:30 EST, May 16 at 1 pm EST, and May 22, 3 PM EST via Skype. Only have to attend one. Doodle Poll & from Kim with more info. Success Stories: 5 total due for , with at least one long-term outcomes / impacts 3rd due by April 10, th and 5th due by July 10, 2018 Summer Intern: April 13 th -Intern Orientation Mia is currently working on placements. TRIP Update: Bath County share experiences. D3 will be piloting soon for ½ of their district. Workers Compensation: Step 1 - Employee should immediately report the incident to their supervisor. Step 2 - Immediately call Step 3 - The employee should proceed to the UK Worker s Care network facility for evaluation and care. Step 4 - The employee or supervisor should, in a timely manner, coordinate with the department HR Administrator regarding the coding of Worker s Care Leave. Step 5 The department HR Administrator should code the leave in SAP. If there are any questions, they should reach out to the Ag Business Center HR Team.

9 9 Important Dates to Remember: ESP Annual Meeting-March 20 th & 21 st, 2018 on your calendars if you would like to attend. Location: Embassy Suites at Lexington Green Logic Model Training: The window to update county Plans of Work begins in April. The Logic Model training is designed for agents who are developing a plan of work or revising a current plan. Discussion will include using the logic model for planning, tracking progress, evaluation, and communications. Please contact Pam Sigler with any questions: psigler@uky.edu Presentation via Skype-March 9:30 a.m.; March 3 p.m.; April 9:30 a.m.; and April 3 p.m. All on EST. District Staff Assistant Training at the Franks Building in Boyd County- March 26 th, Farmer s Dinner Theater Training: March 27, 2018 at the Fayette County Extension Office, 10 a.m. to 4 p.m. Register on KERS. Contact: Pam Sigler Volunteer Training at the Montgomery County Extension Office-March 28 th, Kentucky Hemp Industries Association (KYHIA) Annual Conference, April 3, :30a.m. 3:30p.m., Fayette County Extension Office, Lexington. Registration is online at Contact: Tom Keene CHIES Conference at Lake Cumberland State Park in Jamestown, KY-April 11 th -13 th, Forage Varieties-April 17, 2018 from 9:30 a.m. to 3 p.m. at Sprindletop Research Farm in Lexington. Details are on KERS. Contact: Dr. Henning KEHA State Annual Meeting at the Crowne Plaza in Louisville, KY-May 7 th - 9 th. NACAA National Meeting-July 29 th -August 3 rd, 2018 in Chattanooga, TN Multi-Program Area Agent Retreat-August 28 th -30 th, 2018 at Natural Bridge State Resort Park (Elliott, Magoffin, Menifee, Robertson) NEAFCS Annual Session-September 24 th -27 th, 2018 in San Antonio, TX ESP National Conference-October 1-4, 2018 in Manhattan, Kansas Jr. Annual MANRRS Leadership Institute-December 7 th -8 th (Save the Date) Upcoming Deadlines: March 19th-Charles E. Barnhart Fund for Excellence April 10, th Quarter County Payment to UK April 15, 2018 Budget to Fiscal Court

10 May 1, Space Inventory Form Due (if any changes) May 1, 2018 Financial Report Form (Gifts, Grants & Contracts) to DD May 1, 2018 Uniform Financial Information Report UFIR submit on DLG; copy to DD May 1, 2018 Plan of Work Rough Draft to DD for review May 1, 2018-Randall Barnett-County Extension Council Award due to DD May 1, 2018-J. Lester Miller Graduate Fellowship Applications due to DD May 15, 2018 Affirmative Action PLAN Rough Draft to DD for review 10